Paying an expense claim

Approving a claim does not move any money. Once a claim is approved, pay the claimant the way you normally would, by bank transfer, cheque or cash, then record it here. That is the step that adds the payment to your accounts.

How do I record the payment?

1. Go to Finances > Expense Claims and choose View on the approved claim
2. Enter the Date paid. This is the day the money left your account, not the date on the receipt; those are often weeks apart, and your accounts record when it was paid.
3. Choose Paid from, the account the money came out of
4. Choose Mark As Paid

What appears in my accounts?

A money out transaction against the category and fund you chose when you approved the claim, with the source "Expense claim". If the claim was split, you get one transaction per line. It was still one payment, so it matches a single line on your bank statement when you reconcile.

The claimant sees the claim marked as Paid with the date.

Why can't I pay this claim?

• It is your own claim. Someone else has to approve and pay it.
• The payment date is in a closed financial year. The accounts for that year have been finalised. Use a date in the current year, or reopen the year first if the payment really belongs there.
• It has no category or fund. It cannot be posted to your accounts until it has been coded. This happens when a claim was approved before the coding was completed; open it and finish the coding.

Note: a claim can only be marked as paid once. If you record it twice, the second attempt is ignored and nothing is added a second time.

Related reading

• Reviewing and approving expense claims
• Why can't I approve my own expense claim?