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Users can enter receipts for any spending they have incurred on behalf of the business and submit these receipts as an expense claim. Authorised users can view and approve expense claims from this module. 


NOTE: If you are using Xero as your accounting system, this function will not be available in DEAR. You can manage your receipts and expense claims through your accounting system. 


Prerequisites


Table of Contents


Add a receipt to an expense claim

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Employees can submit and save expense claim receipts and then submit them for approval. 

  1. Navigate to Financials → Receipts.
  2. Click + to add a new receipt/expense claim.
  3. Enter supplier details, employee, date of the expense. 
    • NOTE:Default currency will be displayed, but this can be changed if this is an expense incurred for example during overseas travel. If a different currency is selected, you will be given an exchange rate applicable to that date (DEAR downloads the latest exchange rates from openexchangerates.org). However, this rate can be manually overwritten as it is most likely that the bank would have given a different rate. 
  4. Select the applicable tax rule and then select the account that this transaction will need to be coded to.
  5. For each item of the expense claim, click or Add more Items and enter the Quantity and Price. The tax rule & account applicable to this transaction will be pre-populated from the document header but can be changed if required for every line on the receipt.
  6. In the Attachments tab, you can add various supporting documents to substantiate your claim such as a scanned copy of the invoice/receipt. 
  7. Once you are happy with all the details, click Save and proceed to the next stage. Saving the receipt will give it a unique receipt #.
  8. Navigate back to Financials → Receipts. In this screen you can see a list of all submitted and draft expense claims.
  9. On the left hand side, select the expense claim receipts you would like to submit for approval and click the Submit for Approval button. All expense claim receipts must be for the same employee. 
  10. Confirm the approval message to submit the claim. Submit for approval cannot be reversed.


Print or email an expense claim receipt

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Expense claim receipts can be printed, saved as a PDF, or attached as a PDF to an email.


Go to Financials → Receipts and select one or more expense claim receipts to print/email and click Print/Email → Expense Claim Receipt. If multiple receipts are selected, they will be displayed as separate pages of the same PDF document.


The document and email templates for expense claim receipt can be customised from Settings → Document and email templates → Financials. See Manage document and email templates for more information. 


Export expense claim receipts

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Expense claim receipts can be exported in CSV format. Go to Financials → Receipts and select one or more expense claim receipts to export and click  Export to download the file. 


Approve an expense claim

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Only users with authorisation can approve expense claims. Check or change a user's permissions from Settings → Users & Roles.


To approve an Expense Claim:

  1. Navigate to Financials → Expense Claims.
  2. Click on a claim with Pending status.
  3. Review the expense claim and click Approve or Decline.
  4. The next step is to select the Payment Due Date and Effective Date and click Authorise. Once the receipt is authorised, you can apply payment to it when this expense is reimbursed.


Print or email an expense claim

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Expense claims can be printed, saved as a PDF, or attached as a PDF to an email.


Go to Financials → Expense Claims and select one or more expense claims to print/email and click Print/Email → Expense Claims. If multiple expense claims are selected, they will be displayed as separate pages of the same PDF document.

The document and email templates for expense claim receipt can be customised from Settings → Document and email templates → Financials. See Manage document and email templates for more information. 


Export expense claims

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Expense claims can be exported in CSV format. Go to Financials → Expense Claims and select one or more expense claims to export and click Export to download the file. 

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