# Expense Claims

This page is for viewing and managing expense claims for your Trading Partner.

# Viewing Expense Claims

Expense claims are listed in the following form:

1. Status indicator with the possible values:
   • Draft
   • Submitted
   • Declined
   • Approved
2. Expense claim ID, followed by the claim's description if one exists.
3. Payment type with the possible values:
   • Cash
   • Corporate Card, followed by the card identifier
4. The total amount claimed.
5. The date the claim was submitted, if applicable.
6. Button for opening an action menu. The menu contains a button for deleting the expense claim. You will be prompted for confirmation before the expense claim is deleted.

You have a few search and filtering options available to you:

• Text supplied in the search bar will filter results by their ID or Description.
• You can filter by payment type: Cash or Corporate Card.
• You can filter by status: Draft or Submitted. Selecting Submitted also includes expense claims that are Declined or Approved.
• You can filter by the date the expense claim was created. This can be different from the date shown on the list items, which represent the date a claim was submitted.
• You can filter by whether the expense claim is for yourself, or on behalf of another user.

# Expense Claim Delegation

You can manage your expense delegations by clicking on the Delegations button at the top of the page.

By adding a delegation to a delegatee, you are authorizing that delegatee to create expense claims on your behalf.

Delegations can have a set timeframe during which they are valid. A start date and/or end date can be specified when creating a delegation.

Delegations can be revoked. Revoked delegations can be deleted.

# Creating and Editing Expense Claims

You can click on any item in the expense claim list to be taken to the edit page for that claim.

To create a new expense claim, click the Create button at the top of the page. You'll be able to set the following header information before creating the new expense claim:

• Description
• Notes
• Payment Type
• On Behalf

# Expense Claim Header

# Description and Notes

You can write a description for an expense claim, which will be visible in the expense claim list page.

You can also add some notes to the expense claim, if required.

# Payment Type

The payment type for the expense claim can be chosen from the following possible options:

• Cash
• A linked corporate card

# On Behalf

If you have the permissions to do so, you can select a person to create the expense claim for. Set this to None to create the claim for yourself.

# Expense Claim Lines

You can add lines to your expense claim with the Add Record button. Each line represents a transaction.

Any changes you make to an expense claim's lines can be saved with the Save Draft button at the top. Once you are finished editing the claim, you can click the Submit button to submit it.

You can click on expense lines to edit them. You can also click on the checkbox at the far left of an expense line to select it for deletion, which will apply when the Delete button below the expense lines section is clicked.

An expense line may require a receipt. Whether or not this is the case is determined by its expense type. This receipt can either be an attachment on the line, or an Electronic Statutory Declaration (ESD).

You can manage attachments for an expense line by clicking on the paperclip icon at its far right. Attachments can be uploaded, downloaded, or deleted.

If you attempt to submit an expense claim while lines are missing required receipts, you will be prompted to either cancel the submission to attach some receipts, or sign an Electronic Statutory Declaration (ESD) instead. You will be able to submit the expense claim once all lines requiring receipts have either an attachment or a signed ESD.

# Submitting Expense Claims

Once an expense claim is submitted, they are sent to Approvals as an Invoice, at which point they can be declined or approved. See Approvals to learn more about that part of DX2.