Sicon Approvals Help and User Guide - Expenses Module

Product overview

Help and User Guide maintained for Approvals version 221.0.48 and Upwards.

The Approvals Expenses Help and User Guide will take you through all the settings and features of the Expense module. The module is designed to allow users to create, submit and approve expense and mileage claims. Each user is linked to a designated Purchase Ledger account in each associated company that they may claim in and once an expense claim has been approved it will post through to this linked PL account. If VAT is relevant to an expense claim being processed, the VAT handling is covered as part of the invoice processing without need of any additional journals. It is recommended that a new payment group for expense type Purchase Ledger accounts is created in Sage; all the associated expense supplier accounts can be put into this group so all expenses are paid in one PL payment run. These can be linked to cheque or BACS payment methods.

Document Management Users

Expense receipts can be attached to the expense claim and if Approvals is used in conjunction with Sicon Documents, the attachments will be filed if Sage when the expense is approved and posted to Sage 200.

Multi-Currency

The Approvals Expense module supports processing of expenses in other currencies with conversion based on the Sage system exchange rates.

1. Approvals Expenses Navigation

To navigate to Expenses, click from the side menu to either enter a new expense, view existing expenses or run reports (menu options will change depending on User permissions). Alternatively, use the Quick Links on the home page.

2. Pre-requisites and Set-up Steps

Before adding expenses onto the system, the below steps will need to be followed; these steps may not all be relevant depending on whether a costing module is being used and how the system is to be configured.

Further detailed information on these sections can be found throughout this Help and User Guide.

3. Sage Purchase Ledger Accounts Pre-Requisites

Each user is linked to a designated Sage Purchase Ledger account in each associated company that they may claim in and once an expense claim has been approved it will post through to this linked PL account.

For further information on configuring Sage Purchase Ledger Accounts, speak with your Sage Business Partner.

4. Costing Module Integration Pre-Requisites

Approvals can be configured to integrate with Sicon Projects, Sage Project Accounting or Approvals Projects. Select accordingly with System Settings – Costing – once a costing module has been set, please restart the Approvals service.

4.1. Sicon Projects Costing Integration

Below are a number of things to consider when setting up Projects to be linked with Approvals. For more information on any of these points, please see the Projects Help and User Guides.

Make sure Project Headers have been created that correspond with how purchases are to be costed; default nominal codes can be set against each header. Headers need to be linked to a Header Type with an Approvals type ‘E’ for them to be visible when users raise expenses.

It is possible to insert a comma to allow for the header to be available in two modules, e.g. Requisitions and Expenses as the Material example above shows. For reporting purposes though, it may be more effective to configure additional project header types for each module.

The project can be configured so that headers can be prevented from being available on a specific project. If configured in this way, this will feed through to Approvals regardless of a user’s individual permissions to view the header.

It is also possible for Cost Centre and Department overrides to be set against the Project.

4.2. Sage Project Accounting Costing Integration

Below are a couple of things to consider when setting up Sage Project Accounting to be linked with Approvals. For more information on any of these points, please discuss with your Sage Business Partner.

Ensure Projects have Project Items setup for spend to be allocated against; default nominal accounts can be linked with Project Items.

4.3. Approvals Projects Costing Integration

Approvals Projects is a simple costing module which sits within Approvals and does not post to Sage – it can only be used if no other costing module is in use.

Ensure Approvals Projects have been created for users to select.

Ensure Project Items are available for use on the Expense module (Project Item Types are linked with a document type; project items are then linked with the project item type).

5. Google API Key

If wanting to use Google Maps to calculate mileage distances, a Google API key is required. Please refer to the Google API web page for information on Sicon Module Usage, Pricing and Obtaining a Google API Key.

Sicon Module Usage, Pricing and Obtaining a Google API Key

5.1. Creating and Configuring Google API key

If your organisation is using Google Business Apps, the Administrator will need to enable API access first. To do this, open the Admin console, click the Security icon (this may be located in the more controls section at the bottom of the screen). Click on API reference and check the box next to Enable API Access and save changes. At this point it is possible to enable the required APIs through the developer console; please see Google notes on generating API keys.

Log into the Google API console using the created Google Account and a prompt will appear to create a new Project – enter a suitable project name (e.g. your organisation name) – this can be changed at a later stage if required. There will be a prompt to enter credentials, select the correct credential required:

Once created, the text string of the API key will be shown; take note of this as this key will need to be configured in Approvals.

Specific APIs will need to be enabled from the Google API library. Approvals requires the following to be enabled:

Google Maps Direction API
Google Places API Web Service
Google Maps JavaScript API
Google Maps Geocoding API
Google Maps Distance Matrix API

Usage can be monitored to see if the quotas are being exceeded by viewing the dashboard.

5.2. Linking Google API key and Approvals

The API key will need to be entered into Approvals System Settings – Miscellaneous – Functionality Banner – Google Maps API key.

It is also possible to state after how many characters have been entered on the maps function should Google start searching; i.e. in the above example this has been configured as 3, so a search will begin once three characters have been entered in the search bar.

6. Expenses Enable Configuration

For the Expense module to be available the Enabled Modules must have the Expenses module ticked. Once this is configured, Expense options will then be visible within the system.

For further information on licencing, please speak with your Business Partner in the first instance.

7. System Set-up

The next section explains the main system setting options. The Expenses Module has many features and not all will be used, so further feature-specific set-up requirements can be found throughout this Help and User Guide.

8. System Settings

System Settings relating to the Expense module are accessed in Settings – System Settings banner – Expenses.

8.1. Functionality Tab

Post Expenses to Sage: untick if all expense claims should not post through to Sage.

Nominal Account Source for Expense Items: the expense item nominal can be set to default from either the user’s default nominal code (set on their Approvals profile), to the Expense Item Type nominal or to the Project Item nominal code. Users can only change the nominal if they have the User Type permission to do so.

Override expense type nominal with Project Item Nominal: for example, if the nominal code is being driven from the user’s expense item type but the Cost Centre or Department should be overridden based on the project selected, tick this box. Once ticked, options to override the account number, cost centre or department will be available. This option is only applicable if using Sicon Projects.

Nominal Selection Filter Source: if the user has permission to change the nominal code on expense entry, this is whether to allow the user to choose from all nominal accounts they have access to, or just nominal codes that have been assigned to that expense type.

Expense Claim Posting Method: expenses can either be posted as a claim through to Sage Project Accounting or an invoice through to the user’s Purchase Ledger account.

Maximum Gratuity Percentage: set as required to restrict the gratuity amount a user can claim. A user will not be able to enter an expense claim with a gratuity amount higher than the percentage entered here. This setting is used in conjunction with the below setting.

Enable ‘Extra’ details tab for expenses: this will enable the Extra tab on an expense claim where additional information (such as gratuity amounts, 1st class travel etc.) can be recorded if required.

Display Allocated (Paid) Status: this will show to users when a payment has been allocated to their expense claim in Sage; only new expenses put onto the system after this setting is configured will show payment status.

Automatically Load Existing Expenses on Page Load: choose whether to automatically load expense claims when the Existing Expense page is loaded, or whether the user needs to click to show their expenses. This can prevent speed issues when loading if there are large numbers of expense claims. By design completed expenses will not show; the Include Completed box will need to be ticked.

Enable Linking Requisitions to Expenses: configure here if users will need to link a PO approved through the Requisition module to an expense claim. The requisition must be raised by the user against their own Purchase Ledger account; this will keep the PO within Approvals (it won’t post through to Sage) and can then be linked to an expense claim.

Allow Viewing Business Unit Expenses: tick if users should be able to view expense claims submitted by other users within their business unit.

Allow Negative Amounts: this feature may be required to cope with refunds through Company credit card expense claims or against a user’s personal expense claim; e.g. prepayment of a hotel room booking which was not used.

Lock Expense currency to User account currency: configure this setting if the user is to be restricted to only enter expense claims in the currency of their Purchase Ledger supplier account. If disabled, currencies set up in Sage will appear in a dropdown selection from the user to select from. The exchange rate from Sage will be used if another currency selected.

Set Expense Header Date based on latest line on the expense claim: if disabled, the expense header date will default to the date the expense was initially entered.

Consolidate Expense Line nominal when posting to Sage: if enabled, lines with the same nominal code on a user’s expense claim will be consolidated to one line when posting to Sage. This can be useful to reduce the number of lines on nominal posting screens within Sage.

Restrict Expense Line Date Entry/Current date +- number of days for date restriction: this will restrict the time period when an expense claim can be submitted and approved and can be configured as per the organisation’s policy. By default, this date is set to 31 days.

Warn user when future expense line date is entered: if the user selects a future date on an expense, a pop-up warning will appear to the user. Users can still choose a future date if the warning is dismissed.

Allowed Expense Payment Method: select whether users are able to enter either Personal, Company expense claims, or both.

Default Expense Payment Method: choose the default expense payment method that will be selected when a user goes to enter an expense claim. If the setting is configured to import credit card statements, users will no longer be able to manually enter a credit card claim.

Enable Credit Card Statement Imports (Disables user company expense claims): switch on if using an import to bring in company credit card statements; this will stop users from being able to manually enter company credit card expense claims.

Obtain Expense Project Item from Expense Type: if using a Costing Module, choose if the costing header should be selected from the Expense Type, rather than the user choosing manually.

Enter Expense Type into Line Description on selection: this will populate the expense type name into the Description field; this can speed up expense line entry for users.

Disable printing Expense Vouchers (Send Email only): if this is enabled, the user will not be able to print the expense voucher but will be able to email directly from Approvals.

Prompt user on potential duplicate Expense Line entry: if this is checked and the user enters an expense claim with the same expense item type, date and value, they will need to enter a reason for why this is not a duplicate claim. Potential duplicate expense claims are highlighted as such to the approver.

Enable meeting selection on expense entry: tick here if meetings are to be configured in the system against expense claims.

Meeting selection is mandatory on expense and mileage entry: if all expense claims (i.e. subsistence claims, incidental claims, mileage and general expense entry) should be allocated to a meeting, ensure this setting is ticked.

Maximum number of characters in meeting codes: if applicable, enter a maximum value for the meeting code.

Transaction Analysis Code Mandatory (if enabled in Sage): if using transaction codes in Sage, these can be populated against an expense claim in Approvals. If it is mandatory for these codes to be entered in Approvals, configure here.

Force Minimum Attachments Criteria: this works in conjunction with the setting against an expense type to specify the number of attachments that must be uploaded with (or without) a receipt. Configure here to either force attachments to be uploaded, prompt a user if no attachments but allow for users to not upload a receipt, or allow for users to save without an attachment.

Hold Reason Entry Method: set whether if an approver puts an expense on hold they should be able to free text a hold reason or whether they should pick from a predefined list.

Please note, any settings marked with an asterisk will require the Approvals service to be restarted.

8.2. Mileage Tab

Enable Mileage Line Entry: untick here if the organisation does not permit mileage claims to be entered.

Mileage Unit (can be overridden per country): select either Miles or Kilometres. If required, this can be overridden per country (System Setup – Countries & Cities).

Mileage Year Change (can be overridden per country): this is the date that the mileage values will be reset; i.e. the calculation of business miles recorded on a private vehicle. If required, this can be overridden per country (System Setup – Countries & Cities).

Nominal Account Source for Mileage Items: the mileage item nominal can be set to default to either the user’s default nominal code (set on their Approvals profile), to the Expense Item Type, the Category Component or the Project Item nominal. Users can only change the nominal code if they have the User Type permission to do so.

Obtain Mileage Project Item from Expense Type: if Sicon Projects is being used, the default costing header can be set per Sage Company to automatically populate the job header when a user is submitting a mileage claim, rather than the user choosing manually. The nominal can be driven by the job header if required.

Default ‘Receipt Attached’ Value: for mileage claims it is possible to default the receipt attached value; if the receipt value is Yes, VAT will be calculated on the fuel component on the rate selected; if the receipt value is No, no VAT will be calculated.

Warn user when future mileage line date is entered: if a user selects a future date on a mileage line, a pop-up warning will appear to the user.

Record Personal Mileage in Company Vehicles: this enables the user to enter personal mileage as well as business mileage against a company car. This may be required for some company car schemes.

Track Private Vehicles: by default, there will be a system Private vehicle that all users will have access to; only select this option is users’ private cars must be listed individually.

Enable claiming for passengers: if the organisation allows for users to claim an extra passenger rate, configure this setting.

Prevent users editing calculated business mileage (use mileage amendment): if the user is not allowed to manually enter mileage figures or edit the figure provided by Google, the user must use an amendment field and provide an explanation for why they are making an amendment.

Prompt user on potential duplicate Mileage Line entry: if this is checked and the user enters a mileage claim with the same date and mileage figures, they will need to enter a reason for why this is not a duplicate claim. Potential duplicate mileage claims are highlighted as such to the approver.

Mileage Line Declaration Required: by default, this setting is on with the below text. When a user goes to enter a mileage claim, they must accept the below. If they do not accept, they will not be able to submit a mileage claim. This text can be edited to match the organisation’s required declaration text or can be turned off if required.

Please note, any settings marked with an asterisk will require the Approvals service to be restarted.

8.3. Subsistence Tab

Enable Subsistence Claims: check if the organisation allows for subsistence claims; once checked, additional options will become visible.

Subsistence Overnight/Conference/Detention Rate Days: the number of days incrementally that a rate applies; defaults are entered at install but can be edited in accordance with the organisation’s policy.

Disable ‘Receipt Attached’ drop down for Subsistence Claims: if receipts are not required for subsistence claims, this setting should be configured.

Separate Meals and Accommodation in Subsistence Entry: if required, the subsistence overnight and meal claims can be broken down to post to different nominal codes. If configured, the Domestic and Foreign subsistence expense types will require nominal codes to be entered per Subsistence (Meals) and Subsistence (Accommodation).

9. User Set-up

The next two sections explain the basic user set-up options. The Expenses Module has many features and not all will be used, so further user-specific set-up can be found within the functionality sections.

9.1. User Type Settings

User Types control the permissions users within the User Type group have.

New Expenses HUG Section 9.1 Image 1

Submit Expenses: the ability for a user to submit an expense claim.

Approve Expenses: the ability for a user to approve an expense claim.

Delete Expenses: the ability to delete an expense. N.B. once an expense has been fully approved it cannot be deleted.

Edit Expenses during approval: the ability for an approver to make changes during approval, e.g. changing a nominal code.

View All Expenses: the ability for the user to see all expenses within the system, rather than just their own or those they have approved. This is usually a permission just given to System Administrators or Finance users.

Change Nominal Account on Expense Entry: the ability for a user to select a different nominal account than the one defaulted.

Change Tax Rate on Expense Claims: the ability for a user to amend the tax rate or VAT value on expense entry. N.B. a tax rate can only be changed if the receipt attached value is set to Yes; if no, the VAT value will default to the Non-Tax rate configured in Sage Connections.

Split Expense and Mileage Lines: the ability to split a line; this would be applicable if using a costing module and a line needs to be split across multiple jobs or projects.

Can Select All Company Vehicles: the ability for a user to select from any company vehicles; by default, a user can only select a company car that has been assigned to their profile and the default private vehicle.

Can Create/Amend Vehicles: the ability to add, assign or amend vehicles and fuel rates. This is usually a permission just given to System Administrators or Finance users.

Can Create/Amend Credit Cards: the ability to add, amend or assign credit cards. This is usually a permission just given to System Administrators or Finance users.

Can Import Credit Card Statements: if credit card imports have been configured, a user type will need the permission to import statements; this is usually a permission just given to System Administrators or Finance users.

Can Import Expenses: the ability to import expenses.

View Expense Enquiry: the ability to view expense and mileage reports.

View Reports: the ability to view expense and mileage reports.

Process Payroll Expenses: the ability to process expense claims that do not post through to Sage. This is usually a permission just given to System Administrators or Finance users.

Maintain Hold Reasons: the ability to maintain a pre-defined list of reasons for putting expenses on hold during approval in Approvals.

System Setting Overrides

Allow Viewing Business Unit Expenses: if this user type should be able to view expenses submitted by other members of their business unit, switch this on here. It might be that for managers they will be allowed to view their team members’ expenses but for most User Types they should only be able to view their own.

10. User Profile Settings

Against a user profile there are a number of tabs to configure expense, mileage and subsistence settings at a user level.

10.1. Account Options Tab

Against a user set their Expense Item and Approval values:

Item value: this is the amount the user is able to enter an expense for – if it was restricted to e.g. £5,000, the user would not be able to submit an expense claim for more than this value. A value of 0 will mean there is no limit to the expense claim the user can submit.

Approval value: this is the amount a user is able to approve an expense for – this is if approving another user’s expense claim. If a user is not allowed to approve an expense, leave the approval value as zero. If a user has unlimited approval value (i.e. for users at the end of an approval route), set the approval value as 999,999,999.

User Self Approval Value: if applicable, a user can be given a self-approval value for an expense claim. However, most sites would not configure this; all expenses should require at least one approval.

10.2. Business Units Tab

If the user belongs to a business unit they could be given permission to view other expense claims from users within the business unit.

10.3. Expenses Sub Tab

Disable Sage posting of Expense Items: if ticked, the user’s expenses will not post through to Sage.

10.4. Vehicle & Mileage Sub Tab

Disable Sage posting of Mileage Items: if the user’s mileage claims submitted in Approvals should not post through to Sage, tick this option. By default, a user’s mileage claims will post through to Sage.

Default Vehicle: this will display the vehicle set as the default on User Setup – User Vehicles.

Unrecorded Claimed Business Mileage (Company): use when first setting up a new user to record any business miles already claimed on a company car but not recorded through Approvals.

Unrecorded Claimed Business Mileage (Private): use when first setting up a new user to record any business miles already claimed on a private car but not recorded through Approvals.

Unrecorded Claimed Personal Mileage: if tracking personal mileage, use when first setting up a new user to record any personal miles already claimed but not recorded through Approvals.

YTD Claimed Business Mileage (Company): this is a calculated field that will show opening business mileage balance plus any business mileage claims submitted on a company vehicle.

YTD Claimed Business Mileage (Private): this is a calculated field that will show opening business mileage balance plus any business mileage claims submitted on a private vehicle.

YTD Claimed Personal Mileage: this is a calculated field that will show opening personal mileage balance plus any personal mileage claims submitted.

Total Business Mileage (Company): this is a calculated field which shows all claimed and unclaimed business mileage submitted for a company vehicle.

Total Business Mileage (Private): this is a calculated field which shows all claimed and unclaimed business mileage submitted for a private vehicle.

Total Private Mileage: this is a calculated field which shows all claimed and unclaimed personal mileage.

Total All Mileage Types: this is a calculated field which shows all claimed and unclaimed mileage of all types.

Place of Work: enter the user’s typical place of work; this will then appear as a Favourite when the user enters a mileage claim.

Regular Commute (distance from home to place of work): if the user does not have a place of work and home address configured, use this to calculate regular commute distance which can be deducted if required from a mileage claim. If a Google Maps API key has been entered, the Google Maps icon can be used to calculate the distance.

10.5. Subsistence Sub Tab

This tab will only show if Subsistence has been enabled within System Settings – Expenses.

Enable Subsistence Claims: tick to allow this user to enter subsistence claims within the system.

Subsistence Grade: select from the drop down list the appropriate grade for the user; these grades are created under System Setup – Subsistence Grades.

10.6. Projects Tab

If a costing module has been configured, this tab can be used to view projects or project headers the user has been given access to, or to set that the user is to have access to all projects or project headers. These projects and project headers will then be visible to the user when entering a new expense.

Projects Sub Tab

Project Headers Sub Tab

If restricting the project headers the user can access when raising an expense, it is recommended to either use Project Header Types, or Project Headers (Project Header Types override the Project Header configuration). It is best practice not to allocate any Project Header Types, and only allocate specific Project Headers, if applicable.

If Header Types are configured, the user will have access to all headers within the Header Type on that module, regardless of whether they have specified access on the Project Header tab.

For example, if there are multiple expense headers linked with the Expense Header Type on the project, but the user should only see headers relevant to them when entering an expense, then allocate these through the Project Header Tab and leave the Project Header Type tab blank.

If the user should see all expense headers, tick the option to access all Project Headers.

10.7. Company Access Tab

This is where users are linked through to their designated Sage Purchase Ledger account which should have been set up as one of the pre-requisite steps.

Each user is linked to a designated Sage Purchase Ledger account in each associated company that they may claim in. This account will be used for personal and mileage claims to post through to in Sage. Users will not be able to submit an expense claim until they have been linked to a PL account.

When setting up each user it is required to specify which Sage companies they have access to. Within each company they are able to make an expense claim in, an expense Purchase Ledger account will need to be linked through to the user. This step could also be completed through User Setup banner – Company Access.

Select the Expenses sub tab and click Edit for the required company to configure user accounts for, search and choose the appropriate supplier account to use for personal expense claims. If a PL account has not been setup in Sage, it is possible to create an account directly in Approvals that once approved, will be posted into Sage and linked to the user’s account in Approvals. It is important to click Update to retain the information before closing the screen. Once a PL account has been linked with the user, the option to create a new expense supplier account is greyed out. For further instructions on this, please see the New Expense Supplier Requests of our Approval System Settings Help and User Guide.

If Sicon Projects or Sage Project Accounting is configured in System Settings, the user will need to be setup in Sage 200 as either a Resource or Employee and their name selected in the Resource box within this screen.

11. Expenses Flow

Expenses will generally follow the same flow through the system, see below. If configured to display payment status in Approvals, once an expense payment has been allocated in Sage, the expense will be updated to reflect that it has been paid.

12. Configuration of Expense Approval Routes

Before a user submits an expense claim, ensure approval routes have been setup correctly. Approval routes can be configured in a number of ways (i.e. based on the nominal account, requesting user, project etc.) but the recommended configuration would be based on requesting user.

Approval would usually go to the user’s line manager and may require additional approval if the expense is over the line manager’s approval limit. A Finance check is suggested before the expense can be posted through to Sage; this can either be the first or final approval check. N.B. if the Finance check is the final approval step, they must be marked as Mandatory and have unlimited approval value, see below.

This Finance user would also be given access to all nominal codes so if they need to change any coding, they have access to do this. Some organisations may create an Expense Type called ‘Other’ as a catch all for expense claims that do not fit into a defined expense type and then the Finance user will amend the nominal code to the correct code based on the spend.

13. Expense Item Types Configuration

Expense types need to be configured in System Setup – Expense Item Types before expense claims can be created. There are a number of pre-defined System Expense Types (‘Mileage’, ‘Domestic Subsistence’, ‘Domestic Subsistence (Accommodation)’, ‘Domestic Subsistence (Meals)’, ‘Foreign Subsistence’, ‘Foreign Subsistence (Accommodation)’ and ‘Foreign Subsistence (Meals)’) that cannot be edited or deleted. If a Subsistence scheme is not being used, the subsistence expense types will be hidden. There is no limit to the number of expense types that can be added; expense types can either be linked to a Sage Company or unlinked and therefore available across all Sage Companies.

It is recommended to create them not linked to a Sage database to prevent the need for creating multiples of the same type – the nominal code and tax rate will be set when the expense type is allocated to the user.

System Expense Item Types define what kind of expense claims can be claimed across the business.

User Expense Item Types define which of those system expense types can be claimed by individual users across the business.

13.1. System Expense Item Types

To add an expense type, click ‘Add new Expense Type’ and enter fields as required.

Expense Type Name: enter a name for the expense type that the user will see when entering their expense claim.

Sage Database: either pick a specific Sage Company for the expense to be available in, or leave as available across all Sage Companies. If linking with a Sage Company, the nominal and tax fields will be available for selection.

Default Nominal Account: if linked through to a Sage Company, it is possible to select a default nominal account. If no nominal account is entered here, one will need to be linked through when assigning the expense type through to the user.

Default Tax Rate: if linked through to a Sage Company, it is possible to select a default tax rate. If no tax rate is entered here, one will need to be linked through when assigning the expense type to the user.

Maximum Claim Amount: if applicable, enter a maximum claim amount here to restrict the value of an expense claim a user can enter. If there is no limit, leave this value as 0.00. This restriction is at a line level rather than an expense level.

Required Attachments – Receipt: if users must enter an attachment when saving an expense claim, enter the number of required attachments. This option is specifically linked with if a user has marked there is a receipt on the expense line.

Required Attachments – No Receipts: if users must enter an attachment when saving an expense claim, enter the number of required attachments. This option is specifically linked with if a user has marked there is no receipt on the expense line. Some companies will force a document to be attached even if there is no receipt – this may be a justification document explaining why the user has no receipt.

Notes: any notes entered will be visible to all users when submitting an expense claim. If notes should be targeted to specific users, notes can also be added when linking the expense type through to the user.

Expense Type Group: expense types can be put into a relevant group so when an expense voucher is generated, expense lines are grouped together into their relevant expense type.

Expense types can also be imported if large numbers of expense types are being created; templates are generated from within Approvals and once completed, will need to be validated and can be imported when the file contains no errors.

13.2. User Expense Item Types

Once expense types have been created they need to be assigned to users along with the default nominal code and tax rate to use. Users can be assigned multiple nominal codes per expense type if required. There are four ways to allocate expense types to users, from within Settings – User Setup banner – Expense Item Types.

13.3. User Setup - Expense Item Types - Use the Wizard

Why use this option?

This option is most suited where users who will claim against the same company, tax rate, cost item and nominal account code for an expense type. For example, if there was a System Expense Type for Stationery that would always post to Nominal 12345 – ADM – ADM, no matter who was raising the expense or what department they worked for, then this might be the preferred option to add the Stationery Expense type to multiple users.

How to use

Use this wizard to pick an expense type, select user(s) and select the correct Sage Database, Tax Rate, Cost Item (if applicable), maximum claim (if applicable), a memo (if applicable) and whether the expense type is selectable. Nominal codes are also allocated; multiple nominal codes can be allocated if required with one set as a default. The user will then be able to select from these nominal codes when entering an expense claim.

Only select expense types that will be linked through to the same nominal codes and tax codes for multiple users.

13.4. User Setup - Expense Item Types - Edit per User / Meeting

Why use this option?

This option is most suited when assigning expense types to a user individually and can also be used to troubleshoot what expense types a user has access to.

How to use

Choose a Sage Database and User and then click Load. Each expense type will be listed, click Edit to change the information against the expense type. In the below example the Flights expense is being edited.

Tax Rate: choose the correct tax code from the list – the tax codes will be pulled through from Sage.

Maximum Claim (0 for default): if applicable, enter a maximum claim for this user and the expense type. If the user does not have a limit, leave this value as zero. This maximum is per expense line.

Memo: if applicable, enter a memo that will appear to the user when they select the expense type. If notes should be visible to all users, enter these against the expense type.

Selectable: tick this option so the user is able to enter an expense claim against this expense type; if this is not ticked, the expense type will not be available to the user when they go to claim an expense type.

Nominal Accounts – Add Nominal: click to add a nominal code through to this user and expense type; multiple nominal codes can be added if required and one set as a default.

Project Header: this option will only show if configured as such in the main Expense settings – if linking each expense type to a default project header, choose this here.

If the expense type does not have a default Tax Rate or Nominal Account on the main Expense Type, these will be required when linking the expense type to the user to ensure a claim can be submitted.

Once the expense type has all the information entered correctly, click to ‘Update’ the expense type and then once all expense types have been set up, click Save at the bottom of the page.

Mileage is a system expense type so must be allocated to a user with a default nominal code and tax rate before the user is able to enter any mileage claims. As it is a system expense type, the selectable option will not show.

13.5. User Setup - Expense Item Types - Copy Expense Types

Why use this option?

This option is most suited when a new starter needs to be setup who matches an existing user in the organisation. The selectable expense item types, nominal accounts and tax rates will be copied.

How to use

Select the user to copy from and the user to copy to from the drop-down menu boxes and click Copy. This will copy all expense types across all companies the first user has access to.

Only users who are not marked as leavers and allowed the ability to login will appear in the drop-down lists.

13.6. User Setup - Expense Item Types - Import from CSV (Import)

Why use this option?

This option is most suited for first-time set-up when there are multiple users to be configured who claim against different expense item types, and the nominal account, cost centre and department will differ depending on who is raising the expense.

How to use

A CSV template can be generated, completed and imported to allocate expense types to users with the correct nominal codes, tax rates, maximum claim amounts and memos.

Import templates are generated from within Approvals and will contain sample text to assist with completing the import. For each user and expense type, two lines may be required; ‘E’ line to assign the expense type to the user with a default tax code, memo etc. and an ‘N’ line to assign the nominal code to the expense type to the user.

If there is only one possible nominal, then the ‘N’ line is not necessary but the nominal must instead be specified on the ‘E’ line:

When importing there are a couple of options for how to proceed if there is already expense types or nominal codes allocated to user.

Clear Nominal for All Users Expense Types: if this is selected, all nominal allocations will be removed for all users and all expense items prior to the import. The access to expense types will not be cleared.

Action if there is an existing nominal:

Stop Import: validation will fail and the import will need to be corrected to remove any duplicated data.

Append Only: if nominal codes are found in the import that aren’t already allocated, they will be added. Existing nominal codes won’t be removed. The default nominal code will be changed if one is specified in the import.

Replace Existing: if one or more nominal codes are found in the import file for a User Expense Item, all nominal codes for that item not found in the import will be removed and the ones specified in the import for the given item will be created.

13.7. User Setup - Expense Item Types - Import from CSV (Export)

Why use this option?

Configuring user Expense Item Types can be a time-consuming aspect of the set-up process, especially if multiple users will have the same expense item types and nominals as explained in the last section. With this feature, one user could be set up as a “template”, and then the usernames replaced as required to re-import.

It could also be used as a way to make changes in bulk when required, such as a company re-organisation, for example.

How to use

From within the same area as the last section, it is also possible to Export user expense information in the system into a CSV format, which can then be edited and re-imported:

Sage Database: Select the company to run the export on. This is an optional field.

User: Select the user to run the export on. This is an optional field – leave blank to export all user expense allocations.

Include Leavers: Tick this if users who have been marked as leavers should be included in the results. This is an optional field.

Include system types: To include system Expense Item Types, such as Mileage, select this. This is an optional field.

Include expense types with no nominals: To include Expense Item Types that have not had a nominal allocated to the user, select this. This is an optional field.

Export: Exports the Expense Item Types into a CSV that can be edited and re-imported in the top half of the screen. If nothing has been selected in the Export criteria, results for all active across all companies linked in Approvals will be exported. If there is a large volume of data, this may take some time.

14. Mileage Configuration

With the main Expense settings and Expense Item types configured, this Help and User Guide will move on to explain configuring mileage and return to the other set-up steps later in the guide.

Prior to mileage claims being submitted, configuration on fuel rates, vehicles and default mileage nominal codes will need to be completed.

14.1. Link User to Mileage Expense Item Type (User Setup - Expense Item Types)

Mileage is a pre-configured System Expense Item Type and as such cannot be edited at a system level (except to configure ‘Receipt attachment’ criteria, if necessary).

Before mileage can be claimed, users will need to be linked with mileage Expense Item Type at a User level, through Settings – User Setup Banner – Expense Item Types. Refer to the earlier section on “User Expense Item Types” for full detail on how to allocate the Expense Types to the user.

As this is a system expense item type, there is a slight difference to the allocation process. The Mileage Expense Item Type is automatically available for the user and therefore there is no option to make it selectable:

All other fields should be populated as normal.

The settings configured on the Mileage System settings will impact how a user’s mileage expense item type is configured:

If the Nominal Account Source for mileage claims is set to User Default, then a nominal will need to be linked on the user profile under the Company Access tab instead of at the Expense Item.

The recommended configuration would be to take the nominal from the same source as configured in Expense Functionality, and this would usually be Expense Item Type or Project Header.

14.2. Fuel Rates

Fuel rates are configured in System Setup – Fuel Rates. A pre-configured list of rates will be created at install and can be edited in accordance with your organisation’s policy or new rates added as required. It is not possible to delete the Private Cars and Vans Rate. These rates are not automatically updated if changed by HMRC.

To add a new fuel rate, expand the Options banner and click Add New Fuel Rate. Enter a name for the rate, select a vehicle type, fuel type and country (if applicable). Once the details have been confirmed, click Save. If editing an existing fuel rate, click to drop down on the Allocated Vehicles to view any vehicles that have been linked with the fuel rate. If vehicles have been linked and claims submitted, limited fields will be able to be edited.

Once a rate has been created, if the rate change or cut off needs amending; e.g. if the amount to be paid is changing (i.e. if from 01.12.2022 22p per mile is to be paid rather than 12p per mile), expand the applicable fuel rate by clicking the arrow to the left of the rate and click ‘Add Rate Change’.

Select from the calendar the correct start date, enter the first cut-off rate, fuel component and a passenger figure (if applicable) and click Update. N.B. 22p a mile is entered as 22.00 rather than 0.22.

The fuel component value is used to calculate VAT if a receipt has been attached to a mileage claim, rather than the cut off rate. These fuel rates are set by HMRC and are updated on a quarterly basis, please ensure these rates are correct – https://www.gov.uk/guidance/advisory-fuel-rates

If the amount per mile will reduce after a certain number of miles, a new cut-off will need to be added. Click the arrow to expand the new rate and click Add Cut-Off. The rate entered when creating the rate change will be applied from zero miles but more can be added as required. The rate mileage will be paid at will be calculated at the point mileage is approved. If users are close to the cut off at point of submitting a mileage claim, the mileage rate may change at the point the expense is approved.

N.B. Company vehicles can only have one fuel rate cut-off – it is the private rate that would reduce in pence per mile, e.g. 45p for the first 10,000 miles dropping to 25p for every mile after.

VAT Calculations for mileage claims within Approvals

As described within the Mileage Configuration section, when fuel rates are configured they may also include a fuel component. This is the part that the company can claim VAT back from. In the example below, the user has a rate of 45p a mile, with a fuel component of 16p:

The 16p is VAT inclusive so Approvals will work backwards from this to calculate the VAT that can be claimed.

16p represents 120% (100% plus 20% VAT). The VAT element is 16/120*20 = 2.67p. So, for every business mile claimed at this rate of 45p, the company can reclaim 2.67p.

If this user were to submit a claim for 100 miles, the VAT element is 2.67:

For the claim above, the total claim payable to the user is £45 (100 miles at 45p).

For the company, the petrol element is £16 (100 miles at 16p) and the VAT claimable on that petrol element would be £2.67 (100 miles at 2.67p).

If the user were to enter a claim using the same rate for 150 miles:

Then for the claim above, the total claim payable to the user is £67.50 (150 miles at 45p).

For the company, the petrol element is £24 (150 miles at 16p) and the VAT claimable on that petrol element would be £4 (150 miles at 2.67p).

14.3. Vehicles

Company vehicles are added onto the system under the System Setup banner – Vehicles; if required, private vehicles can also be added here if tracking individual’s private cars. By default, there is always a Private System car available to users. Once mileage claims have been made against a vehicle, it cannot be deleted but limited fields can be edited.

Click to ‘Add New Vehicle’.

Registration: enter the registration of the vehicle; this is used throughout the system to identify the vehicle. This is a mandatory field.

Description: if required, enter any extra information about the vehicle – such as make, model and colour. Users will be able to view the description when selecting a vehicle to enter a mileage claim against.

Fuel Rate: the rate is selectable from a drop-down list of preconfigured rates. Once mileage has been claimed for a vehicle, the fuel rate cannot be amended.

Engine Size: free text field to enter vehicle’s engine size.

Fuel Type: choose from the drop-down box the correct fuel type. Although ‘Any’ is a valid option, it is recommended that the correct fuel type is selected.

Delivery Mileage: a free text field to enter the total mileage the vehicle has done at the point of creation.

Business Mileage: this field is automatically calculated based on business mileage claims submitted against the vehicle through Approvals.

Personal Mileage: this field is automatically calculated based on personal mileage claims submitted against the vehicle through Approvals (if ‘Record Personal Mileage’ is enabled within System Settings).

Total Mileage: this field is automatically calculated by combining the total business, personal and delivery mileage.

In Service: this can be used to stop a vehicle being selected for mileage claims. Once claims have been entered against a vehicle, it cannot be deleted.

Allocated Users: if users have been linked with this vehicle, they will be listed here.

14.4. User Vehicle Allocation

All users will by default have access to a private car to put mileage claims against; if company cars have been created, these will need to be assigned to the relevant user through User Setup – User Vehicles. Users can have access to more than one vehicle and one be set as their default. The private vehicle can be removed from the user’s access if required.

Select the user from the drop-down box and then tick to select the required vehicle and click Allocate Selected to assign the vehicle to the user. Once a vehicle has been assigned to a user, it can either be marked as their default or unallocated.

14.5. User Mileage Configuration

Against the user’s Approvals profile, configure any unclaimed business or personal mileage claimed in the current financial year but not through Approvals (this is to ensure that the 10,000-business mileage limit on private vehicles is adhered to), there are also options to enter the user’s typical work place and calculate their regular commute distance.

Within Approvals, mileage is recorded against the user rather than against a specific Sage database – any test business mileage entries added against a test company will calculate towards their business mileage total. If planning on testing multiple trips against one user, especially if this user is likely to go near or over the 10,000 miles yearly allowance, please consider testing against a test user rather than a specific named user.

Default Vehicle: this will display the vehicle set as the default on User Setup – User Vehicles.

Unrecorded Claimed Business Mileage (Company): use when first setting up a new user to record any business miles already claimed on a company car but not recorded through Approvals.

Unrecorded Claimed Business Mileage (Private): use when first setting up a new user to record any business miles already claimed on a private car but not recorded through Approvals.

Unrecorded Claimed Personal Mileage: if tracking personal mileage, use when first setting up a new user to record any personal miles already claimed but not recorded through Approvals.

YTD Claimed Business Mileage (Company): this is a calculated field that will show opening business mileage balance plus any business mileage claims submitted on a company vehicle.

YTD Claimed Business Mileage (Private): this is a calculated field that will show opening business mileage balance plus any business mileage claims submitted on a private vehicle.

YTD Personal Mileage: this is a calculated field that will show opening personal mileage balance plus any personal mileage claims submitted.

Total Claimed Business Mileage (Company): this is a calculated field showing all claimed and unclaimed business mileage submitted against company vehicles.

Total Claimed Business Mileage (Private): this is a calculated field showing all claimed and unclaimed business mileage submitted against personal vehicles.

Total Private Mileage: this is a calculated field that shows all claimed and unclaimed personal mileage.

Total All Mileage Types: this is a calculated field that shows all claimed and unclaimed mileage of any type.

Place of Work: enter the user’s typical place of work; this will then appear as a Favourite when the user enters a mileage claim.

15. Using the Expenses Module as an End-User

With much of the basic set-up done, the next few sections will now step away from the set-up and move on to talk about how to raise, view and approve expenses as an End-user. Set-up for additional functionality will be covered later in this Help and User Guide.

16. New Expense

To begin a new expense claim, use the side menu to ‘Create New’ under the Expense option and the screen will open to enter new expense lines.

Sage Company: the user’s default Sage Company will be displayed but if the user has access to more than one Company, they will be able to select from the drop down list a different Company.

Urgent: if the expense claim is urgent the user can tick and then enter an urgent reason. Once the expense is submitted, a message will be sent through to approvers as soon as the expense is awaiting their approval.

Purchase Ledger Account Name: this will show the PL supplier linked through to the user that any personal expense claims will be posted through to. If there is no supplier showing here, the user will not be able to enter an expense claim.

User Name: this will default to the user who is logged in and entering the expense claim. If the user has access to delegates, they will be able to change the user selected here and enter an expense claim on behalf one of their delegates. This functionality is used if a user is entering an expense claim on behalf of another user; e.g. a PA entering a Director’s expense claim or a Team Leader entering a Team Member’s expense claim.

Expense Date: depending on settings within System Settings, this will either default to the date the expense claim is entered, or the last date on the expense lines.

Expense ID: once a line has been entered against the expense claim an ID will be generated which will allow for users to search and identify the claim.

Save Only: clicking this will allow the user to save the expense before submitting; i.e. if extra lines need to be added before the expense is submitted.

Save and Submit: this will send the expense claim for approval. Users will still be able to make changes or add extra lines until the expense has been fully approved.

Expense Voucher: once the expense has been approved, an expense voucher can be printed and emailed from the system, or if configured within System Settings, it can only be emailed. Expense Vouchers are most commonly used if needing to recharge an expense claim to list out all the lines on the claim.

Reset Lines: if the expense has been submitted but the approval routes need resetting part way through approval, this option can be used to reset all lines rather than resetting lines individually. Lines will be submitted back to the beginning of the approval route.

Close: this will close the expense screen without saving any changes. N.B. if the expense has been previously saved, the expense will remain on the system even if the page is closed. If there are no lines on the expense claim and a user closes, they will see an option to delete the claim.

16.1. Add Expense Item

Once the user clicks to add an expense line, they will see the below screen.

Details and Values tab

Date: using the calendar field, enter the date the expense occurred. Depending on configuration within System Settings, users may be restricted as to what date can be picked; by default, users will not be able to select a date more than 31 days in the past.

Type: select the Expense Item Type from the drop-down list. Users must be allocated expense types before they will appear in this drop-down list.

Job Role: this option will only appear if using Approvals HR module and nominal codes should be overridden based on the user’s job role when entering a mileage or expense claim. Select the correct job role; the nominal code will alter depending on the job role selected. This is here for the instances where a user may spend a couple of days working across job roles e.g. as a Support consultant and some days as an Implementation consultant.

Payment Method: Personal will post the claim to the user’s PL expense account and if enabled, Company will post to the user’s credit card account. Users will only see a Company payment method if they are linked through to a credit card and company expenses are not being imported.

Receipt Attached? Company policy will usually require a receipt to be attached and this can be attached electronically against the expense claim. If No is chosen from the list, then the VAT rate will default to the non-tax rate configured in Sage Connections against the Sage Company and cannot be changed.

Currency: this can be locked to the user’s Sage PL account currency if required, or the user will be allowed to select currencies as setup in Sage.

Amount (VAT inclusive £): enter here the full value of the expense claim. The currency symbol will change depending on the currency selected.

VAT Rate: this will default to the VAT rate specified either against the Expense Type (System Setup tab – Expense Item Type) or the default allocated to the User and Expense Item Type (User Setup tab – Expense Item Type). If the user has the User Type permissions enabled, the user will be able to change the VAT rate and the VAT value. If the Receipt Attached value has been set as ‘No’, the default Non-Tax rate will be used as configured in Sage Connections.

VAT Value (£): this will be calculated automatically depending on the amount entered and the VAT rate; this can only be changed if the user has the appropriate User Type permission enabled. The currency symbol will change depending on the currency selected.

Exchange Rate: this is pulled through from Sage but the user will be able to overwrite if entering an expense claim in a currency different from their PL account.

Amount payable (£): this is the amount the user will be paid once any foreign currency has been converted to base currency. The currency symbol will always show based from the user’s PL currency.

Nominal Account: depending on System Settings configuration, the nominal account will either be defaulted to the account allocated to the user (on their Company Access tab), the nominal allocated to the expense type (System Setup tab – Expense Item Type), the default account allocated to that user and expense type (User Setup tab – Expense Item Type) or the nominal allocated to the job header. If a user has permission to, they can change the nominal account and be able to select either codes allocated to that user against the expense type (User Setup tab – Expense Item Type), or all nominal accounts the user has access to (User Setup – Nominal Accounts).

Marketing Campaign: if Transaction Analysis Codes have been configured in Sage to appear, these can be reflected to show when entering an expense line.

Project & Header: if Sicon Projects or Sage Project Accounting has been enabled, the user will need to enter a Project as applicable.

Details: this is a mandatory free text field where details of the expense should be entered. These details will post through to Sage to form part of the narrative against the nominal, unless the setting is enabled to consolidate nominal postings into Sage (System Setup tab – System Settings – Expenses). It is possible to auto populate the Details box with the expense type name (System Setup tab – System Settings – Expenses).

Save: once all the details have been entered, click Save to save the line. There will be the option to add more lines or close and return to the expense entry page.

Extra Tab

This tab can be switched on if required (Settings – System Settings banner – Expenses) and can be used to report on additional information if required. Information entered here will not post through to Sage but will be visible on Expense reports run through APPROVALS.

Subsistence Type: choose the subsistence type from the drop-down menu (Self or Group) and enter further detail if required in the free text box below.

Entertainment Type: choose the entertainment type from the drop-down menu (Staff or Business) and enter further detail if required in the free text box below.

First Class? If there was a first-class element to a journey (i.e. for train tickets), check the box.

Alcohol? If there was alcohol on the expense claim, check the box.

Gratuity Included? If a gratuity was included in the expense claim, check the box.

Gratuity Value: enter the amount of the gratuity; depending on the configuration (Settings– System Settings banner – Expenses), a user will not be able to save the line if this value is higher than the percentage configured.

Attachments Tab

Attachments can either be entered at a line level or expense header level; we would advise attachments being entered at line level as this is then easier for the approver to match receipts to lines. On a line, either drop the file onto attachment box or click to browse and then upload a file. Files can be viewed or deleted once uploaded and multiple attachments can be added per line. When creating an expense type it can be configured for an attachment to be mandatory if the receipt attached value is set as yes. Some companies will force an attachment when the receipt attached value is set as no; it may be that an explanation document must be attached.

Analysis Tab

Additional Approvals Analysis Labels can be added (System Setup banner – Analysis Labels) and these will appear in this tab. These Analysis fields will not post through to Sage but can be set to appear in reports.

Approval Tab

This tab will be populated with details of the configured approval route. If the user has the applicable User Type permissions, they will be able to edit this approval route. Depending on how expense approval routes are configured, the route may not show until the user has selected an expense type or project.

16.2. Add Mileage

Mileage Declaration

It is possible to add a mileage declaration onto the system (System Settings – Expenses – Mileage) so that before a user can enter a mileage claim, the user has to agree to certain conditions.

Once the declaration has been accepted, the user can add new mileage claim lines. Details of the user’s default vehicle, fuel rates and total mileage claimed by the user to date are shown at the top of the page. Mileage claims are totalled up against the user rather than against a company and can be reset when changing the date in the ‘Mileage Year Change’ setting (System Settings – Expenses – Mileage) within APPROVALS. The user can select an alternate vehicle if they have the permission to do so, or have been allocated both a company and private vehicle.

Select New Line to add a new mileage line.

Job Role: this option will only appear if using Approvals HR module and nominal codes should be overridden based on the user’s job role when entering a mileage or expense claim. Select the correct job role; the nominal code will alter depending on the job role selected. This is here for the instances where a user may work across a number of job roles e.g. some days as a Support consultant and some days as an Implementation consultant.

Date: enter the date the mileage occurred. Depending on configuration within System Settings, users may be restricted as to what date can be picked; by default, users will not be able to select a date more than 31 days in the past.

Journey Details: this is a free text box the user can complete with details of the journey, or this will get automatically populated with details generated if using the Mileage Calculator.

Number of Passengers: if passenger mileage claiming is enabled (System Settings – Expense – Mileage), select the number of passengers on the trip. If passenger allowances were set on the fuel rate users can receive an extra amount per passenger per mile.

Receipt: as per company policy, select whether a receipt has been added; receipts can be attached electronically. The receipt attached value can be defaulted in System Settings (either Yes, No, or left empty for the user to choose).

Project & Header: if Sicon Projects or Project Accounting has been enabled, the user will need to enter Project details as applicable. Nominal codes can be set to be pulled through from the Project Header.

Nominal Account: depending on the configuration in System Settings – Expenses, the nominal will be defaulted to either the nominal account allocated to the user (on their APPROVALS Company Access tab), the default nominal account allocated to the user and expense type (User Setup tab – Expense Item Type) or the nominal account configured against the project and project header. The nominal account can only be changed if the user has the User Type permission to do so.

Marketing Campaign: if Transaction Analysis Codes have been configured in Sage to appear, these can be reflected to show when entering an expense line.

Business/Personal Mileage: mileage needs to be entered manually if there is no Google API key configured. Alternatively, select the map icon to use the distance calculator. Users are able to add destinations as their favourites and can have Home and Office locations configured to enable quicker mileage entry. Clicking on the green addition sign will allow for via points to be added; i.e. if the user has stopped off at a different site on the way to a client visit. If applicable, regular commute distance (configured on the user’s Approvals profile) can be deducted from this mileage claim. Once the distance has been calculated correctly, click Accept to close. The option to record personal mileage will only be available if configured (System Settings – Expense – Mileage) and the user is entering a mileage claim against a Company vehicle.

Amend: if configured (System Settings – Expenses – Mileage) that users should not make amendments to the mileage figure suggested by the distance calculator, the business mileage box is greyed out. Users will need to enter a positive or negative figure in the amendment box and enter a justification reason for the amendment.

Distance calculator

Maintain Favourites: users can add addresses as favourite locations. To add a new favourite, click Maintain Favourites, enter a description, address and click Add.

When entering a mileage claim, the user can click on the drop-down option to select an address from their favourites.

If the site has many Approvals users and is going over the current Google monthly credit allowance, using favourites can reduce the number of look ups recorded by the API key.

Attachments Tab

Attachments can either be entered at a line level or expense header level; we would advise attachments being entered at line level as this is then easier for the approver to match receipts to lines. On a line, either drop the file onto attachment box or click to browse and then upload a file. Files can be viewed or deleted once uploaded and multiple attachments can be added per line. When editing the Mileage expense type it can be configured for an attachment to be mandatory if the receipt attached value is set as yes.

Analysis Tab

Journey Details

This tab will include full journey information if the journey was recorded via Google Maps; information such as via points, commute distance and amendments will be recorded. This information will also be recorded on the Mileage report.

Once the distance has been accepted and other fields have been completed, save the line details. If additional lines need to be added, click New Line or if mileage lines have all been added, click Save and Close to return to the main expense claim screen.

If the claim is complete, the user can submit the expense for approval.

Save Only: clicking this will allow the user to save the expense before submitting; i.e. if extra lines need to be added before the expense is submitted.

Save and Submit: this will send the expense claim for approval.

16.3. VAT Calculations for mileage claims within Approvals