Enables you to create an expense batch and then input multiple expense claims for different employees.

Note: You can add multiple lines of expense claims for an employee. After entering the first line, the system automatically repeats the same details on the next line. Press RETURN to accept the previous value or override it as required.

To access this window, enter fast path HR569S2.

General

Status

Display only. The current status of the batch. If this is a new batch, the status is O for open. If you are changing a batch, the system checks the batch status:

• If the batch status is either C (closed) or P (posted) you cannot make any changes.
• If the batch is S (suspended), a warning message is displayed to inform you that the batch is suspended, but you can still make the necessary changes.

Created

Enter the batch creation date, which defaults to today's date.

Description

Enter a full description to identify the expense batch.

Paging Area

Emp Number

Enter the ID of the employee for whom you want to input an expense claim, or select one by clicking window to display Employee Search.

Exp Code

Enter the expense code for which an expense claim is being made, or select one by clicking window to display Select Expense Code.

Cost Code

Enter the cost code against which you want to allocate the amount, or select one by clicking window to display Cost Centre Selection.

Amount

Enter the expense amount being claimed, or if the expense pay element is rated, click window to display Expense Rate Calculation where you enter the number of units and rate.

P

Displays Y if this expense claim has been posted to the Expenses module.

Additional

Click EXPAND to display the following fields:

Post ID

Enter the ID of the employee's post against which the expense claim is being made. This defaults to the employee's latest main post, or displays EMPLOYEE if the employee does not have a post. You can select one of the employee's other posts if required, by clicking window to display Employee's Post Selection.

Name

Display only. The employee's full name.

Claim No

Display only. The claim number allocated to the expense claim when it was posted to the Expenses module.

Claim Date

Enter the date when the claim was made, which defaults to today's date but can be amended if required.

VAT Amount

The calculated VAT amount.

Expense Desc

Display only. The description of the selected expense code.

MD569S2

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