Field reference
Expense Claim
How to use Expense Claim in Expenses & Travel: access, working steps, fields, related records and troubleshooting.
Purpose and access
Record authorized travel or expense claims with dates, category, amounts, currency and receipts. Submit for the configured review and accounting process. An approved claim may still require a separate payment entry.
This page is a record page in Human Resources → Expenses & Travel. Use the link above to open the configured destination; permissions are checked by the destination service.
ERP links open in a new tab. Sign in with your own account; record visibility, actions and approval authority follow your assigned permissions. Screens can differ by company and configuration.
Before you start
Prepare the required information: Series, From Employee, Company, Currency, Exchange Rate, Expenses, Posting Date.
Confirm the company, party, dates, units and source references that apply. Select existing links carefully and check for an existing record before creating a duplicate.
Working steps
- Open Expense Claim from Human Resources → Expenses & Travel, or use ERP Search.
- Filter the list and open the relevant record. To add a record, use Add/New when your role provides that action.
- Complete the editable fields described below. Required fields and validation conditions must be satisfied; read-only values are set by the system or their source records.
- Add the required child rows. Review each row’s identifiers, linked records and values, using the child-table field reference below.
- Save the record and address validation messages. Reload and verify the saved values and relationships.
- When the draft is complete and you are authorized, submit it through the available approval process. Submission can create operational or accounting effects. Use the permitted cancellation/amendment process for later corrections.
Field reference
These fields come from the installed ERP definition. Hidden fields and password inputs are omitted. Additional conditions, custom scripts and workflow rules can make a field required or read-only in a particular context.
| Field | Type / behavior | How to use it |
|---|---|---|
Seriesnaming_series | Select Required | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
From Employeeemployee | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Employee |
Employee Nameemployee_name | Data Optional · Read-only | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Employee notification recipientnexcom_employee_user | Link Optional · Read-only | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: User |
Departmentdepartment | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Department |
Companycompany | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Company |
Expense Approverexpense_approver | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: User |
Approval Statusapproval_status | Select Optional | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Currencycurrency | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Currency |
Exchange Rateexchange_rate | Float Required | Enter a numeric value using the required unit and precision. |
Expensesexpenses | Table Required | Add the relevant child rows and review required columns, quantities and references before saving. Linked record: Expense Claim Detail |
Expense Taxes and Chargestaxes | Table Optional | Add the relevant child rows and review required columns, quantities and references before saving. Linked record: Expense Taxes and Charges |
Advancesadvances | Table Optional | Add the relevant child rows and review required columns, quantities and references before saving. Linked record: Expense Claim Advance |
Total Sanctioned Amount (Company Currency)base_total_sanctioned_amount | Currency Optional · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Total Advance Amount (Company Currency)base_total_advance_amount | Currency Optional · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Grand Total (Company Currency)base_grand_total | Currency Optional · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Total Claimed Amount (Company Currency)base_total_claimed_amount | Currency Optional · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Total Taxes and Charges (Company Currency)base_total_taxes_and_charges | Currency Optional · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Total Sanctioned Amounttotal_sanctioned_amount | Currency Optional · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Total Advance Amounttotal_advance_amount | Currency Optional · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Grand Totalgrand_total | Currency Optional · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Total Claimed Amounttotal_claimed_amount | Currency Optional · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Total Taxes and Chargestotal_taxes_and_charges | Currency Optional · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Total Amount Reimbursedtotal_amount_reimbursed | Currency Optional · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Total Exchange Gain/Losstotal_exchange_gain_loss | Currency Optional · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Gain Loss Accountgain_loss_account | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Account |
Posting Dateposting_date | Date Required | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Is Paidis_paid | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Mode of Paymentmode_of_payment | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Mode of Payment |
Bank / Cash Accountbank_or_cash_account | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Account |
Payable Accountpayable_account | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Account |
Clearance Dateclearance_date | Date Optional | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Remarkremark | Small Text Optional | Provide concise contextual information relevant to the record. Avoid unrelated personal or confidential data. |
Projectproject | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Project |
Cost Centercost_center | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Cost Center |
Statusstatus | Select Optional · Read-only | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Tasktask | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Task |
Amended Fromamended_from | Link Optional · Read-only | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Expense Claim |
Delivery Tripdelivery_trip | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Delivery Trip |
Vehicle Logvehicle_log | Link Optional · Read-only | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Vehicle Log |
Child tables
Expenses — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Expense Dateexpense_date | Date Optional | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Expense Claim Typeexpense_type | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Expense Claim Type |
Descriptiondescription | Text Editor Optional | Maintain formatted content for the record; review any public-facing output before publishing. |
Amountamount | Currency Required | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Amount (Company Currency)base_amount | Currency Optional | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Sanctioned Amountsanctioned_amount | Currency Optional | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Sanctioned Amount (Company Currency)base_sanctioned_amount | Currency Optional | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Cost Centercost_center | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Cost Center |
Projectproject | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Project |
Expense Taxes and Charges — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Account Headaccount_head | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Account |
Raterate | Float Optional | Enter a numeric value using the required unit and precision. |
Amounttax_amount | Currency Optional | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Amount (Company Currency)base_tax_amount | Currency Optional · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Totaltotal | Currency Optional · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Total (Company Currency)base_total | Currency Optional · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Descriptiondescription | Small Text Required | Provide concise contextual information relevant to the record. Avoid unrelated personal or confidential data. |
Cost Centercost_center | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Cost Center |
Projectproject | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Project |
Advances — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Employee Advanceemployee_advance | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Employee Advance |
Reference Typereference_type | Select Optional · Read-only | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Reference Namereference_name | Dynamic Link Optional · Read-only | Select the record identified by the associated document-type field. Verify both the type and the linked record. |
Posting Dateposting_date | Date Optional · Read-only | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Advance Paidadvance_paid | Currency Optional · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Advance Paid (Company Currency)base_advance_paid | Currency Optional · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Exchange Rateexchange_rate | Float Optional · Read-only | Exchange rate of Payment Entry against Employee Advance |
Exchange Gain/Lossexchange_gain_loss | Currency Optional · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Unclaimed Amountunclaimed_amount | Currency Required · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Unclaimed Amount (Company Currency)base_unclaimed_amount | Currency Optional · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Returned Amountreturn_amount | Currency Optional · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Allocated Amountallocated_amount | Currency Optional | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Allocated Amount (Company Currency)base_allocated_amount | Currency Optional · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Troubleshooting
- Not permitted: verify the account, role and source-document permission. Do not share an administrator login.
- Missing record or address: inspect the relevant Link or Dynamic Link fields; a matching title alone does not establish a relationship.
- Cannot save or change status: review required fields, read-only values, document status and the configured approval transition.
- Unexpected report or portal result: review company/date filters, source-document submission and the approved party or Employee link.