Expense Claim

 
Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Expense Claim preparation Option.
 
Before we begin, let us understand about the need of Expense Claim and the usage of this particular activity.
 
 
 
You can also edit and delete an already created set of information with required authorization.
 
The key functions of a Expense Claim are:
  • Creation of a New Expense Claim;
  • Modification of an existing Expense Claim;
  • Delete of an existing Expense Claim;
 

Configuration

AlignBooks provide you the facility to configure your Expense Claim documents with respect to choice of linking with parent document, choice of maintaining multiple series of documents, choice of sending Email and SMS on creation/edit/approval of the document and for Approval System setting etc.
Click on button to configure this document. Click here  “How to Configure a Document”,  to know more about this utility.
 
 
Expense Claim
 
 
 
Let’s enter the fresh set of data for the first time;
 
1

Location / Branch

1. Location / Branch Under this field, You can select the location, if you are handling Multi Locations. System will ask for this information only if you have configured Multi Locations - "ON” under General Setup and System will fill the default Location if you have configured the Default Location under Data Access Rights. 
If your desired Location does not exist in the menu, you can create a New Location by clicking on  option within the dropdown menu. You can also Edit or Delete a Location from Here. Select a Location to be edited / deleted and then click on . The Location will be opened in Edit mode and you can edit it and save by click on  . You can delete it by click on . 
2

Employee Name

2. Employee Name: Select the Employee from the drop down list for which the Expense Claim is created.
3

Voucher Date

3. Voucher Date: Enter the date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function.
4

Voucher No

4. Voucher No : System will generate voucher number based on the Voucher Numbering configuration, if you have opted to maintain "auto prefix” and “auto numbering”.
Prefix :  While configuring your document, if you have opted to “maintain manual prefix”, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on   Icon or  option within the dropdown menu and input a name. This field will not be available if you have opted "Not required".
Number:  While configuring your document, if you have opted to “maintain manual numbering”, enter a document number here.
 
 
5

Claim Detail Table

5. Claim Detail Table : We will now enter the specific details to generate a Expense Claim Voucher;
 
: Click here to add a Row to the table
: Click here to delete a row from the table.
 
Column Name
Description of Columns
Ledger
Select a  Ledger from the drop down list. Click on to add a new Ledger.
 
Debit/Credit
Select from drop down Dr. or Cr. i.e. the selected ledger is to be debited or credited. The counter effect will automatically be given to Cash/Bank ledger selected above.
Amount
Enter the amount to be Debited / Credited in local currency.
Remark
If you wish to put any remark against this transaction, enter here.
Attribute
These fields are available only if you have selected to use attributes in General Ledgers (Finance Attributes).
The field will be active only if a attribute is linked with the ledger selected by you.
 
6

Attribute Panel

6. Attribute Panel : System will open a new Input Panel to enter the details like Debit/Credit, Amount, remarks and Attribute etc.,  the input of all fields will be transferred to Finance Detail Table. You can also click on the Icon to open the Input Panel, This Input Panel feature helps to reduce the unnecessary scrolling in Finance Detail Table to input detail of the mentioned fields. Click here Input Panel - Attribute to know more about this utility.
7

Investment Panel

7. Investment Panel If selected Ledger is Under "Non-Current Investments" , System will open a new Input Panel to enter the details of Investment like Type of securities with their quantity. You can select the investment ledger/master along with financial values and quantities in separate fields. You can also click on the Icon to open the Input Panel, Click here Input Panel - Investment to know more about this utility.
You can add a new Investment Master by clicking on  Icon or  option within the dropdown menu.
8

Remark

8. Remark: Here specify the remark for this application.
 
 
9

Save Voucher

9. Save Voucher : Click on the button to save the document prepared by you.
10

Print Voucher

10. Print Voucher : Click on this button to save voucher and Print the document prepared by you. Click here  “Print Utility”, to know more about this utility.
 
 
You have completed creation of New Expense Claim. 
 
11

Clear Detail

11. Clear Detail : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data.
12

Mail / SMS

12. Mail / SMS : Click on this Button, If you want to send a Email (with Attachment). Click on  beside Mail and click on Email Link (Email with Link included for Document Print) or click SMS.
13

Schedule Document

13. Schedule Document : If you want to create a schedule for this document, click on . Click here  “Schedule a Document”,  to know more about this utility.
14

Document History

14. Document History : Click here to know the History of the Document for date and time of creation / modification / delete / cancel / restore. This button will be active only when document is open an existing document and when Manage Document History : “ON” in General Setup.
15

Import Voucher (Excel File)

15. Import Voucher (Excel File) : Click on this button to Import Data and select a file from which Data is to be imported. Click here “Import Utility”, to know more about this utility.
16

Open Document

16. Open Document : Click here to open an existing Expense Claim Voucher. Click here  “Open a Document”,  to know more about this utility.
17

Delete Document

17. Delete Document : If you wish to delete any existing Expense Claim Voucher, open an existing Voucher and specify the reason for delete in "Edit Remark" field then Click on this button to delete the Voucher.
18

Copy Document

18. Copy Document : Click here to copy the values from an existing Expense Claim Voucher. Click here “Copy from a Document”,  to know more about this utility.
19

Cancel Document

19. Cancel Document : If you wish to cancel any existing voucher, open an existing voucher and specify the reason for cancel in "Edit Remark" field then Click here   to Cancel the voucher. when you cancel a document then document status will update as "Cancel" and All financial / stock impact (whichever applicable) will reverse for this voucher.
20

Restore Document

20. Restore Document : If you wish to restore any existing voucher, open an existing voucher and specify the reason for restore in "Edit Remark" field then Click here to Restore the voucher. when you Restore a document then document status will update as "Open" and All financial/stock impact (whichever applicable) will be restored for this voucher.
 
 
 
We hope you enjoyed this tutorial. Please give us a call for further help.  Happy Aligning!
 
 
 
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