Enter expense claims using the Self Service web app

If you are a web user Allows someone to access data and reports via the Self Service web app. Make sure the user has 'Is Web User option' selected on their 'User properties' in System Administration., you can enter expense claims via a browser using the Self Service web app. You enter an expense claim for each expense category (if applicable) and expense item you are claiming for.

After you have entered a expense claim, you save a draft or submit it to be processed. If your Sage 200 system is set up to use authorisation, submitted expense claims must be authorised before they are processed.

Select Expense Claims from the drop-down list.

The Summary section shows the total hours entered for your expense claims by status. Select a status and expense claims with that status are displayed in the lower section.

  • Recently Added: The most recent expense claims in date order.
  • Saved: Expense claims that you have saved as drafts, but have not yet submitted.
  • Submitted: Expense claims that you have submitted, but have not yet been authorised.
  • Being Processed: Expense claims that have been authorised, but have not yet been fully processed (posted) in Sage 200.
  • Rejected: Expense claims that have been rejected by an authoriser.

  • Processed: Expense claims with a posted status that have been processed in Sage 200.

    Note: You cannot edit expense claims with a posted status.

The details for the selected expense claim are displayed at the bottom of the page. Expense claims are displayed in two sections; the expense claim (header) is displayed in the top section and the items for expense claim are displayed in the bottom section.

  • Date: The date on which the expense item was incurred (not the claim date).
  • Project, Project Title, Project Item: The project item that this expense is related to.
  • Category, Item: The type of expense.
  • Units: Units are used if the expense category item is unit-based, e.g. mileage.
  • Gross, Net, VAT: The expense item value. The currency is indicated in the expense claim list (above).
  • Receipt: Indicates if there is a VAT receipt for the expense.

How to

Enter a new expense claim

  1. In the Summary area, click Add new expense claim.

  2. Select the Currency to use for the claim values.

    Note: This currency will be used for all expense items in this claim.

  3. Enter a Reference number for the expense.
  4. If you want to change the overall date of the claim, change the Claim Date.

  5. Enter the Date Incurred for the expense item you are claiming for.

    Tip: You can select this using the calendar (), or type it in DD/MM/YYYY format.

  6. Use the search box to find the required project and project item.

    You can type in any words from the project or project item names, or their description.

    • You can enter any words or numbers that are contained in the project item, e.g.:
      • A project code; e.g. enter 17 to find project 0000017.
      • Words in the project name.
      • Words in the project item title or description; e.g. enter fit to find fitting, or exh to find exhibition.
    • You don't need to enter the full word, just the first few letters will be enough.
    • If you enter more than one word, only items containing all of the words in the order entered, will be displayed.
    • If you have used the search before, previously selected items will be displayed at the top of the list as Recent items (above Other items).
    • Don't use quotes or an asterisk (*), unless you are searching for one.
  7. Select the type of expense by Category (if applicable) and Item.
  8. Depending on the expense category and item, enter the expense amount or units.
    • If the item is not measured in units (e.g. a train ticket or meal), enter the Gross Amount value.
    • If the expense item is measured in units, enter the number of Units and the amounts will be calculated. For example, if it is for car travel, you might enter the number of miles/km travelled.
  9. Amend the VAT Amount total if required.
  10. If the item requires a VAT receipt, specify if you have a receipt in the Have Receipt drop-down; or select N/A if a receipt is not applicable.
  11. Enter any comments for the expense claim in the Notes area. These comments are visible to the person authorising the claim.

  12. Click Save Draft to save the expense claim.

    A confirmation page appears with the claim details.

    • To add another item to this claim, click Add item to this Expense Claim.
    • If you have finished your claim, you can submit it by clicking Submit the Expense Claim.
    • To save this claim without submitting it, click Back to Expense Claims.

Add an item to an existing expense claim

Note: You cannot add items to claims with a status of Posted.

  1. Select the expense claim that you want to add the new item to.
  2. In the expense claim item list, click Add item to this expense claim.

Edit an expense claim

You can only change the date or currency in an expense claim header, or the items contained in the claim.

Note: You cannot edit claims with a status of Posted.

To edit the expense claim header (date or currency)

  1. In the expense claim list, click Edit next to the claim you want to change.

    Note: You cannot edit expense claims with a status of Posted.

  2. Amend the Reference for the expense.

  3. Select the Currency to use for the claim values.

    Note: This currency will be used for all expense items in this claim.

  4. If you want to change the overall date of the claim, change the Entry Date.

To edit an expense claim item

  1. Select the expense claim that contains the item you want to edit.
  2. In the expense claim items list, click Edit next to the item you want to change.
  3. You can change the following:
    • Date Incurred

    • Project and project item

      • You can enter any words or numbers that are contained in the project item, e.g.:
        • A project code; e.g. enter 17 to find project 0000017.
        • Words in the project name.
        • Words in the project item title or description; e.g. enter fit to find fitting, or exh to find exhibition.
      • You don't need to enter the full word, just the first few letters will be enough.
      • If you enter more than one word, only items containing all of the words in the order entered, will be displayed.
      • If you have used the search before, previously selected items will be displayed at the top of the list as Recent items (above Other items).
      • Don't use quotes or an asterisk (*), unless you are searching for one.
    • Category (if applicable) and Item.
    • Depending on the expense category and item, change the expense amount or units.
    • VAT amount.
  4. Click Save Draft to save the expense claim. A confirmation page appears.
  5. To add another item to this claim, click Add item to this Expense Claim.
  6. If you have finished your claim, you can submit it by clicking Submit the Expense Claim.
  7. To save this claim without submitting it, click Back to Expense Claims.

Submit an expense claim

The expense claims will have the status of Submitted, and can then be authorised or posted.

If your Sage 200 system is set up to use authorisation, your submitted expense claims must be authorised before they can be processed. If there is a mistake or a problem with an expense claim, it can be rejected by the authoriser.

You can check the status of an expense claim:

  • Saved: The expense claim has been saved but not yet submitted. The expense claim can be edited again before it is submitted.
  • Submitted: The expense claim has been submitted, but has not yet been authorised.
  • Authorised: The submitted expense claim has been approved by an authoriser, and is ready to be processed (posted) in Sage 200.
  • Rejected: The submitted expense claim has been rejected by an authoriser.
  • Posted: The expense claim has been authorised and posted in Sage 200. You cannot edit the expense claim after it has been processed.

Note: You can only submit claims with a status of Saved or Rejected.

  1. Select the expense claim(s) that you want to submit from the expense claims list and click Submit.
  2. To confirm that you want to submit the expense claims, click Submit.

Delete an expense claim

You can delete items from expense claims that have a status of Saved, Submitted or Authorised; but you cannot delete items if the claim has a status of Posted.

To delete an expense claim

  1. Select the appropriate status to find your expense claim, e.g. Saved will show saved expense claims.

  2. Select the expense claim(s) to delete.

  3. Click Delete.

    A confirmation page will appear, listing the expense claims that will be deleted.

  4. Click Delete to confirm deleting the claims.

To delete an expense claim item

  1. Select the appropriate status to find your expense claim, e.g. Saved will show saved expense claims.

  2. Select the appropriate expense claim to display its items.

  3. In the expense claim items list, click Edit next to the item you want to delete.

  4. Click Delete.

    A confirmation page appears, showing the remaining total on the expense claim.

  5. Click Delete.

Print an expense claim

  1. Select the appropriate Status to find the expense claims.

  2. Select the expense, then click Print.

    The expense claims will be displayed in your browser, ready for you to print or save.

    Note: Your browser must be able to display PDF files to view the document.

Note: If you cannot print the report, it might be because this report has not been enabled for your role. In System Administration, check that the features for your role include the appropriate reports in Project Accounting > Reporting > Reports.

See also

Enter timesheets using the Self Service web app

Authorise expense claims using the Self Service web app

Authorise timesheets in the Self Service web app

Questions: Self Service web app timesheets and expense claims