In AIQ, you can create expense claims directly in the system without the need for the mobile expense app. This means, for example, that employees can enter expenses on behalf of senior company members.

Prerequisites

To use the Expense listing grid, ensure you have access to the following in the Maintain Menu Profiles screen: 

• Item Invoices
• Purchase Product Debit Notes

To create an expense claim:

1. Go to Setup > Employees and open the Expense Claims tab.
2. Click on New Expense Claim and complete the purchase invoice as normal. 
   • Note that the Supplier dropdown contains only the employees set up as suppliers, excluding any other supplier accounts.
   • The Items dropdown contains only Expense Categories, excluding any other items, such as stock or non stock/services.

See: 

Employee Expense Overview (21.0) - AIQ Academy 

Creating Purchase Invoices (Non PO Process) 

Using the Mobile App to Approve Expense Claims 

Using the Mobile App to Make Expense Claims 

In AIQ, you can create expense claims debit notes to request a refund from the expense claimant.

1. Go to Setup > Employees and open the Expense Claims tab.
2. Click on New Debit Note and complete the debit note as normal. 
   • Note that the Supplier dropdown contains only the employees set up as suppliers.
   • The Items dropdown contains only Expense Categories, excluding any other items, such as stock or non stock/services.

See: 

Creating Purchase Item Debit Notes 

The Expense Claims grid lets you see and manage all expense claims in one place. Go to Setup > Employees  and open the Expense Claims tab.

The listing grid contains the following columns:

• Number: Click to open the Purchase Invoice.
• Account Code: Click to open the employee Supplier Account.
• Status: Filter expense claims by processed, posted, or cancelled.
• Approval Status: Filter expense claims by pending approval, pending, approved, rejected, or approval not required.
• Due: Filter due or not due purchase invoices.
• Actions: Select Duplicate, Re-Submit for Approval, or Cancel Invoice where available.
• Add/Remove Columns: Set up which columns you want to appear in the Expense Claims grid.