Review employee expenses and supporting receipts

This procedure applies to the native accounting workspace. It supports actual expenses paid personally in NOK. Calculated mileage and daily allowances require a separate workflow. Booking a claim records money owed to the employee; it does not send or record a bank payment.

Choose Nyt udlægskrav to start a draft. Use Mine krav to find your own claims, or Tildelt mig for claims assigned to you for approval. Every page is reachable through Næste and Forrige. A failed load is shown separately from an empty queue.

Open Kontrollér krav. Review Titel, Kvitteringsdato / kravdato, Kvitteringens valuta and each line's Omkostningskonto, Beløb før moms, Momsbehandling and Moms på kvitteringen. Select the treatment shown by the actual receipt; the claim type does not select an account or tax treatment for you. Incomplete lines are not silently omitted. Each line needs a positive cost and supported purchase tax treatment.

Choose Gem kontrollerede detaljer before attaching files. Use Vedhæft kvittering for PDFs or receipt images up to 25 MB. Open a receipt's filename to inspect its original. Checked receipts support the current claim. Unchecked files stay retained with the history, and are not erased. Identical receipt files included in another active claim block submission or booking until the duplicate is resolved.

Choose Vælg godkender and then Indsend krav. When the workspace requires separate approval, the approver must be an active member other than the claimant. Only the owner can change the claim; the assigned approver can inspect its details and supporting receipts. Other members cannot open it merely because they know its identifier.

The assigned reviewer chooses Godkend or enters Begrundelse for afvisning eller rettelse and chooses Afvis. A rejection explains the changes needed. The owner can correct rejected details, save them and submit again. To change an already submitted or approved claim, enter a reason and choose Træk tilbage til rettelse first. Changing the details clears the earlier approval.

After the required approval, the owner chooses Bogfør kontrolleret krav. The approval must belong to the current saved version. If the workspace does not require approval and no reviewer was requested, a submitted claim can be booked directly. Requesting approval voluntarily still requires that approval before booking.

Kontrolhistorik retains saved details and review decisions. Open a decision to inspect its saved lines, amounts and included receipt files. A previously submitted claim cannot be deleted. Correcting its accounting voucher retains the old evidence, returns the claim to draft and requires renewed review before replacement booking. Accounting correction does not reverse a payment to an employee.

If someone changed the claim while it was open, saving or deciding an older version is refused. Genindlæs og kassér ugemte ændringer discards unsaved edits and loads the current claim; it is an explicit choice.

Use Medarbejdersaldo og refusioner inside a claim to review what has actually been booked and reimbursed. Bogført saldo on the queue is the posted balance, not the editable draft total. A positive amount is owed to the employee; a negative amount is owed back to the company. Saldo pr. dato shows the balance at a selected date. Recording actions are available in the current-date view.

For money that actually moved but has not been posted, select Registrer en faktisk betaling. Enter the actual amount, Faktisk betalingsdato, Bank- eller kontantkonto and Banktransaktion / bekræftelsesreference, then choose Registrer faktisk bevægelse. Partial reimbursement leaves the remaining amount open. The amount cannot exceed the outstanding balance. If a corrected claim leaves money owed back to the company, this action records the employee's actual refund in the opposite direction. It never sends money.

If the bank movement is already posted, choose Tilknyt et eksisterende bilag and enter Bilagsår and Bilagsnummer. Choose Kontrollér bilag and check the original date, amount and bank account. Enter Tilknytningsdato and a reference, then choose Tilknyt kontrolleret bilag. This assigns existing money without posting it again. The voucher must contain only the employee payable and its matching bank movement, must not be reversed or already assigned, and must fit this claim's balance. Split a mixed payment before assigning it.

Payment and assignment dates must use an open period and follow the claim's latest accounting or reimbursement correction. An earlier posted payment can be linked with a current assignment date while retaining its original payment date. Changing a reviewed balance requires a refresh before another entry. Retrying the same unchanged request does not post again.

To repair an entry created here, choose Korrigér bogføringen, provide a correction date and reason, and choose Bekræft korrektion. This reverses accounting, not an actual bank transfer. Any bank reconciliation must first permit the correction. For an assigned existing voucher, Fjern tilknytning til krav removes only the claim assignment; the original bank voucher stays recorded. Both actions retain history and update the balance from their effective date.

Enter claim amounts with at most two decimals. Decimal commas and points are accepted; extra decimals, scientific notation and malformed amounts require correction. New claims split gross into exact net and tax amounts in whole ore. Editing a saved claim submits the reviewed net and tax as decimal strings, preserving explicit zero tax. The new-claim form is read-only without current accounting write access and locks while creation is pending.

Current accounting write access is required for claim changes, receipt uploads, submission, decisions, withdrawal, booking and reimbursement changes, in addition to the claim-owner and approver rules. Viewers retain receipt/history inspection and dated reimbursement balances. An open claim review follows access changes immediately and stays open while a write request is pending. Failed account or tax-list reads provide a retry action.

If a save response is interrupted, retrying the same facts recovers the saved claim without resetting later review. Retrying the same receipt recovers its existing upload. Changed facts still require loading and reviewing the current claim.

If creating a draft has an interrupted response, retry the unchanged form to recover the original claim. Later edits remain intact and its lines are not added again. After closing or reloading the form, check your claims before starting another one. A previously deleted claim is not recreated by a retry.

Saved claim amounts, retained review versions and reimbursement balances preserve the original decimal amounts. Reimbursement entry accepts a decimal point or comma and requires whole cents.