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Record or edit a reimbursement
When to use it
Use this guide when you need to record or edit a reimbursement.
Before you start
- Open Reimbursements from the module menu. Your account must have access to this screen and permission for the action you want to complete.
What this changes
A staff reimbursement request and its evidence are recorded.
Purchases and reimbursements record expenses for approval, accounting and eligible payment scheduling. A saved request or approval is not proof of a completed transfer.
Steps
- Open Finance → Reimbursements and select Add Reimbursement.
- Enter the date, staff member, expense account, payment account, description, currency, amount, and tax inclusion.
- Choose the vendor or complete the one-off supplier information where applicable. Attach supporting documents.
- Select Save and check the record. Use Edit for a correction and save the relevant details.
Screenshot to add: Reimbursements: record or edit a reimbursement. Capture filename: images/record-or-edit-a-reimbursement.png.
Restrictions
Recording the request does not mean the employee has been paid. Use the selected currency and check the actual receipts.
If something went wrong
Before Save, compare staff member, amount, currency, accounts and supporting documents with the actual expense. After an unclear save, find the existing reimbursement before recording the same receipt again.
For an eligible unapproved mistake, use Edit to correct the supported details, or review Delete an incorrect reimbursement. Once approval locks the request, give Finance the reimbursement reference, incorrect fields and receipt. Do not create a duplicate to compensate for a paid or approved error.
Check the correction
Reopen the reimbursement and check staff member, amount, currency, evidence and approval state. Confirm the same receipt was reimbursed once; changing evidence does not recover money already paid.