Supplier per line item on expense claims

Question asked by Alistair Wood 11 years ago

Just been through some of this with support and I am not sure the expenses form makes sense unless I am missing something (First time using so quite possible)

Ok so scenario would be I go on a business trip to an event, pay for various items with my own personal money and want to make an expenses claim for the various costs incurred, mileage, parking, food, tip on food bill etc. I would have assumed that all this would be put onto one expenses claim submitted by myself as an employee and then reimbursed by the company. However this does not really work well using the current expenses claim functionality. Firstly there is only one supplier field for all items, my parking and food do not come from the same supplier so should I be putting myself in there as the supplier for all items? If so why then also have a drop down asking for who is claiming the expenses? Lastly you can't combine mileage along with other types of items into this one expense claim either which would make sense to me at least.

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8 Replies

I completely agree with Alistair on this. To me, the point is not whether expenses can be approved as batches. The point is that the expenses system has ALL of the functionality needed for batch expenses claims, EXCEPT the ability to enter a different supplier for each line. This seems bizarre!

Best answer
11 years ago

Hi Alistair,

The expenses you are trying to submit, for example Tickets and Food, will have to be submitted as separate expenses. This way you can create a new supplier and the 'Receipt From' section can be marked as said supplier and the 'Employee Claiming' will be listed as whoever is claiming the expense.

11 years ago

Hi Abdul, yes I understand that is a way to meet the requirement at least on a technical basis. What I was really meaning is that creating separate expense claims for each line item is not really how I would imagine most people would do this in practice. In most cases you would want to submit expenses in a batch with multiple line items and this batch then goes for approval as a batch. A "batch" might be for one trip or might be for one month's expenses etc. In many cases you would also want some sort of facility to use a generic supplier as if I buy food in a restaurant as a one of I don't want to enter them as a supplier in most cases.

11 years ago

Hi Alistair,

Unfortunately, expenses cannot be Created as a batch however they can be approved as a batch. This way when they are being approved they can, for example, approve all the expenses made on one day as a batch expense. If you would like to create Batch Expenses, perhaps you could post this on the Idea section of our Community.

Thanks,

11 years ago

I completely agree with Alistair on this. To me, the point is not whether expenses can be approved as batches. The point is that the expenses system has ALL of the functionality needed for batch expenses claims, EXCEPT the ability to enter a different supplier for each line. This seems bizarre!

Best answer
11 years ago

Curious if this has been considered any further, it's the one thing I find really annoying when compared to other products. Most people submit expenses as a batch, that's just the way it's done by grouping them into either a particular journey or month etc.

11 years ago

Hi, This facility is not available as yet on the Clear Books system. You can have different items of various types, going to different accounts. However, you can only add in a single supplier for each bill.

Chris

11 years ago

Ok thanks, I think it would be a really great and hopefully minor change to allow per item suppliers as that as it's how I think most people tend to process expenses claims and other systems appear to do it that way.

11 years ago

Hi Martin Pollard, I posted this on the ideas board, if you still think this would be useful take a look and add any input.

Thanks

Alistair

11 years ago

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