Claims

Approve a claim, or send it back

1. Press Waiting for a decision to see the claims waiting.
2. Open the claim's receipt to check it.
3. Press Decide.
4. Under Decision, choose to approve it, or to send it back.
5. Type a Note: needed when you send it back, to say what to change.
6. Press Save.

Then: Approved, it is posted to the book at once: the spending account against the account it was paid from, or against the claims payable when somebody paid from their own pocket, dated the day it was spent, or in the month that is open when that one is closed. Sent back, nothing is posted. Either way the claimant is told, with your note when it is sent back, and it leaves every approver's list.

Rather not? Approved by mistake? Open the claim's three dots, press Reverse…, say Why, and press Save. The reversal is dated as the claim's entry was: the day it was spent, or the open month it went into; in a year since closed, it is dated today. Both entries are kept, and the claim reads Reversed.

Who: Whoever has Approve money at the claim's unit decides it: the Owner, Admins and Board members. Never the claimant: Decide is not offered on your own claim. When a claim is submitted, the approvers nearest its unit are told.

Sokha claims fuel for the youth visit to Takhmao without a receipt. Daniel presses Decide, chooses to send it back with the note “add the receipt”, and saves. Sokha is told, presses Claim again on My claims, and the details come back filled in.

Pay somebody back

1. Press To pay back to see the approved claims somebody paid from their own pocket.
2. Find the claim marked Approved · to pay back.
3. Press Mark paid.
4. Choose the account under Paid from.
5. Give the day under On.
6. Type the transfer's or the check's Reference, if there is one.
7. Press Mark paid.

Then: The claims payable comes down, and so does the account it was paid from, on that day. The claim reads Paid back, with the day and the account, and the claimant is told, without the amount. When the bank's statement comes, the payment is offered as the match for its line on For review.

Rather not? Paid from the wrong account? Open the claim's three dots, press Undo the repayment…, say why, and press Undo it. The repayment's entry is reversed, on the record, and the claim is owed again.

Who: Whoever has Record money at the claim's unit marks it paid. Nobody pays back their own claim: somebody else at the unit records it.

Record a claim

1. Press Claim an expense.
2. Choose the Unit that spent it.
3. Say What it was for.
4. Choose its Category.
5. Under Who paid?, choose I paid it myself — pay me back or The unit's own money paid it.
6. If the unit's money paid it, choose the account under Paid from.
7. Type the Amount and the Date spent.
8. Add a Photo of the receipt, or a PDF.
9. Press Submit.

Then: It waits for a decision, and nothing is in the book until it is approved. The people who approve money nearest the unit are told, or the first step's approvers where your organization keeps an approval chain; never you.

Rather not? While it is waiting for a decision, even part-way through an approval chain, press Withdraw, then Save, to take it back. Nothing was posted, so nothing is undone.

Download the claims

1. Press Download.
2. Choose Excel (.xlsx) or CSV (.csv).

Then: You get every claim at the units whose book you can open, oldest first: what it was, the unit, the category and the amount, how it stands, who claimed and who decided it, the note, and whether it is in the book. The download is recorded.

Decide a step of a claim's approval chain

1. Read the steps under the claim: a dot for each, agreed, waiting, not needed for this amount, to come, or sent back, and a line naming the step it is at.
2. Press Decide on a claim waiting at your step.
3. Under Decision, choose to agree this step, or to send it back.
4. Type a Note: needed to send it back.
5. Press Save.

Then: Agreed, it goes on to the next step, whose approvers are told. At the last step, if you hold Approve money at the claim's unit it is approved and posted at once; otherwise it waits for whoever does, and they are told. Sent back, the claim ends there and the claimant is told why.

Rather not? Whoever approves money for the whole organization sets the chain: press Approval chain above the list, which opens Settings › Money › Expense approvals.

Who: Each step's approvers, as the chain names them: a unit lead (or coordinator where there is no lead), a specific person, or whoever approves money for the organization. Never the claimant, and nobody decides two steps of one claim, unless only the unit's money approvers are left. A step that names nobody who can decide it goes to whoever approves money at the claim's unit, and a step past its deadline is reminded overnight.