Enter expense claims

You can enter expense claims in the Sage 200 desktop, or in a browser using the Self Service web app.

Foreign currency expense claims

You can enter your expenses in a currency other than the base currency. These expenses can then be paid out in the local or base currency.

Note: Each expense claim must be in a single currency.

You can pay the expenses via the cash book, a supplier account associated with your resource, or your Sage Payroll.

The bank account must be in the same currency as the expense claim or base currency.
The supplier account must be in the same currency as the expense claim.

The expense claim is entered in the same way as any other expense. Select the relevant payment method and currency.

Note: When paying by supplier account, the currency is automatically selected. See Create or edit a resource record.

Currency conversions

The exchange rate on the expense claim is set the first time the expense claim is posted. It can be posted to Sage 200 Financials, Sage 200 Project Accounting, or Sage Payroll. The same exchange rate is used if the claim is then posted to other modules.

Note: The exchange rate used depends on how the expense claim is paid.

Expense claims paid by supplier account

You can pay your expense claim via a foreign currency supplier.

When the claim is posted to Sage 200 Financials, a purchase invoice is created.
When the expense claim is submitted, the current system exchange rate is saved on the claim.
- If you do not authorise your expense claim, this is the exchange rate that is used when the claim is posted.
- If you authorise your expense claims, you can change your exchange rate when the claim is authorised.
  Select the claim and select Detail. The exchange rate displays in orange if it is different to the system exchange rate.
  Once you authorise the expense claim, this is the exchange rate that is used when the claim is posted.

To enter expense claims in the desktop

Open: Project Accounting > Enter Transactions > Enter Expense Claims.

Your details will automatically be displayed in the Works Number and Name boxes. If you have authorisation to enter expense claims for other users, you can select a different user from the list.
In the expense claim details, amend the date if required, and enter the claim's Reference.
The default Payment method for the user appears, and can either be Cashbook, Supplier Account or Payroll (for imported Payroll users).
- For cashbook payments, select:
  - The bank account used for the payment.
  - The cheque number if appropriate.
  - The currency.

You can add a new expense claim by: clicking in a blank space in the Expense Claim entries area; clicking Add; or, by pressing F6 to copy all the details from the above row to the current row and amending the copied details as required.

On each line:

Date	Enter the date of the expense entry.
Project Project Item	If you have chosen to post Expense Claims to, select the Project and the Project Item to record the expense against.
Expense category Expense Item	Select the Expense category if appropriate and the Expense Item.
VAT Rate	Amend the VAT Rate, if required.
Units	If the item is unit based, enter the number of Units.
Description	Enter a Description of the expense entry.
Gross Amount	Enter the Gross Amount of the claim. The Net and VAT amounts are calculated and displayed.
Receipt	Specify whether you have a receipt.

When you have finished entering your expense entries:
- To submit the entries, click Submit.
- To save the entries so that you can amend them and submit them later, click Save.

A summary of the expense claim with the claim reference number appears.