Process expense claims
/visma-net-erp/help/time-and-expenses/process-expense-claims
section
2026-02-19T17:09:06+01:00
# Process expense claims
About expense receipts
/visma-net-erp/help/time-and-expenses/process-expense-claims/about-expense-receipts
page
In Visma Net, an expense receipt is a record reflecting that an employee performed a transaction while working for your organisation, thus incurring certain expenses.
2026-02-19T17:09:06+01:00
# About expense receipts
In Visma Net, an expense receipt is a record reflecting that an employee performed a transaction while working for your organisation, thus incurring certain expenses.
## Properties of an expense receipt
Each receipt can have the following properties:
+ The expense non-stock item, which defines the financial accounts, the default VAT calculation mode and VAT category, and the unit of measure used for the receipt. If a standard cost is specified for the item, it is used as the default unit cost. Suppose, for example, that your company reimburses expenses that the employee incurs while using a personal vehicle for company purposes. In this case, the non-stock item would represent the mileage, and you can specify the standard rate per mile as the standard cost.
> [!NOTE]
> The expense subaccount is combined according to the settings specified in the [Time and expenses preferences (EP101000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/time-and-expenses-preferences-ep101000/) window.
+ The name of the employee who is claiming the expenses.
+ The default VAT zone, which is copied from the employee's settings; a user can override the VAT zone in a particular receipt. The overridden VAT zone value can be saved for future use.
+ The total amount of the receipt, the VAT amount (if applicable), the employee part (that is, the part of the total amount that will not be paid back to the employee), the tip amount (if applicable), and the claim amount (that is, the amount to be reimbursed to the employee, which is calculated by the following rule: **Claim amount** = **Amount** + **VAT total** (if taxes are exclusive) + **Tip amount** – **Employee part** ).
+ The receipt currency, which can be any currency registered in the system. You can configure new currencies by using the [Currencies (CM202000)](/visma-net-erp/help/currency-management/currency-management-windows/currencies-cm202000/) window.
+ The reference number (optional) specified by the employee, which usually matches the number of the original receipt.
+ The project or contract, which should be specified if the employee incurred the expenses while working on a particular project or contract. (In this case, the customer associated with the project or contract is filled in automatically.)
+ The customer, which should be specified if the employee incurred the expenses while working for a particular customer.
+ The scanned image of the original receipt.
+ The VAT calculation mode. If the **Net/gross entry mode** functionality is enabled in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window, you can select whether the amounts that you enter in the expense receipt are VAT-exclusive (gross) or VAT-inclusive (net).
## Access to expense receipts
By using the [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/) window, you can enter, view, and edit any of the following expense receipts:
+ Your own receipts
+ Receipts of employees in the work groups at lower levels in the company tree than your work group
+ Receipts that require your approval
+ Receipts of employees for whom you are an appointed delegate; all delegates of an employee are listed on the **Delegates** tab of the [Employees (EP203000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/employees-ep203000/) window
Also, you can view expense receipts included in the expense claims that require your approval.
## Statuses of an expense receipts
In the [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/) window, you can also view the status of the expense
receipt, which reflects its processing stage.
Typical statuses for expense receipts might
include the following:
On hold
: The receipt is new and has not been submitted for approval yet, or the receipt has been rejected and then put on hold while a user is adjusting it.
Open
: The receipt is ready to be added to a claim after it has been approved (if approval is required for the receipt) or after it has been submitted for further processing (if approval is not required).
Pending approval
: The receipt is pending approval.
Rejected
: The receipt has been rejected.
Released
: The expense claim associated with the receipt has been released.
## Generation of expense claims
Expense receipts with the **Open** status can be claimed selectively or all at once to window
Expense claims.
When you claim multiple receipts, the window may display multiple claims where receipts
will be grouped by their common properties.
Receipts that have different employees, branches, or
customers are always split into different claims.
For more information, see: [Generate expense claims](/visma-net-erp/help/time-and-expenses/process-expense-claims/generate-expense-claims/)
Also, if the **Allow mixed VAT settings in claims** check box is selected
in the [Time and expenses preferences (EP101000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/time-and-expenses-preferences-ep101000/) window, a user can add expense receipts with
a different VAT zone or VAT calculation mode (or both) to one claim.
When this expense claim is
released, the system generates multiple purchase invoices, each of which contains expense
receipts with the same VAT zone and VAT calculation mode.
Related pages
Concepts
Tasks
Windows
Create an expense receipt
/visma-net-erp/help/time-and-expenses/process-expense-claims/create-an-expense-receipt
section
You can create an expense receipt by using the Expense receipts (EP301010) window.
2026-02-19T17:09:06+01:00
# Create an expense receipt
You can create an expense receipt by using the Expense receipts (EP301010) window.
For more information: [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/).
You can create an expense receipt by using the [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/) window.
In this window, you
can create the following expense receipts:
+ Your own receipts
+ The receipts of employees in work groups at lower levels in the company tree than your work group
+ The receipts of employees for whom you are an appointed delegate; all delegates of a particular employee are listed on the **Delegates** tab of the [Employees (EP203000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/employees-ep203000/) window
1. Go to the [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/) window.
1. Click .
1. In the top part, specify the following:
1. In the **Date** field, select the date when the receipt was issued.
1. In the **Expense item** field, select the expense non-stock item, which defines the type of the expense. From the settings of this item, the system copies the financial accounts, the default VAT category, the standard cost, and the unit of measure used for the receipt.
> [!NOTE]
> If the **Net/gross entry mode** functionality is enabled in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window, the default VAT calculation mode is also copied from the settings of the selected expense item.
1. In the **Claimed by** field, select the employee who is claiming the expenses.
1. In the **Branch** field, select the branch that will reimburse the expenses to the employee.
1. On the **Receipt details** tab, in the **Expense details** section, specify the receipt information as follows:
1. In the **Description** field, type a brief description of the expenses. In the table in the [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/) window, this description will be used as a link the user can click to open the current window and view the details of the receipt.
1. In the **Quantity** field, type the quantity of the expense item that the employee purchased according to the receipt. The quantity is expressed in the unit of measure specified in the **UoM** field, which is the unit specified for the selected non-stock item in the [Non-stock items (IN202000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/non-stock-items-in202000/) window.
1. Optional: In the **Unit cost** field, manually override the default value (if one exists), which is the standard cost specified for a unit of the expense non-stock item, or specify the amount in the **Amount** field.
1. In the **Employee part** field, type the part of the total amount that will not be reimbursed to the employee (that is, the part for which the employee is responsible).
> [!NOTE]
> If the amount in the **Amount** field includes VAT, the **Employee part** should also be specified with the VAT included.
1. In the **Currency** field, change the currency to that of the receipt, if necessary. If the currency of the receipt is not yet registered in the system, you can create a new currency by using the [Currencies (CM202000)](/visma-net-erp/help/currency-management/currency-management-windows/currencies-cm202000/) window.
1. Optional: In the **Ref. no.** field, type the number of the original receipt, which can be used for future reference.
1. In the **Project/contract** field, select the applicable project or contract if the employee incurred the expenses while working on a particular project or contract.
1. In the **Project task** field, select the project task to which the expenses are related.
1. Optional: In the **Expense claim** field, select an existing expense claim with which you want to associate the expense receipt.
1. Optional: In the **VAT info** section, change any of the default VAT settings for the receipt as follows:
1. In the **VAT zone** field, specify the VAT zone that applies to the expense receipt.
1. In the **VAT calculation** field, which is available if the **Net/gross entry mode** functionality is enabled in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window, specify whether the entered amounts are VAT-inclusive or VAT-exclusive.
1. In the **VAT category** field, select the VAT category for the expense item.
1. In the **Financial details** section, specify the information to classify the receipt as follows:
1. Select the **Invoiceable** check box if a customer should be invoiced for the expense amount.
1. In the **Customer** field, select a customer if the employee incurred the expenses while working for a particular customer. If you have already selected a project or contract in the **Project/contract** field, the system automatically filled in the customer and it cannot be changed.
1. Optional: In the **Image** section, do the following:
1. Click **Browse** to open the file selection window, and select the image of the original receipt.
1. Click **Upload** to attach the image file to the expense receipt record.
1. Optional: On the **VAT details** tab, correct the VAT amounts in the **VAT amount** column.
1. Click .
Related pages
Concepts
Tasks
Windows
About expense claims
/visma-net-erp/help/time-and-expenses/process-expense-claims/about-expense-claims
page
By using Visma Net, employees in your company can easily file their claims for reimbursement of expenses, which may include expenditures for travel, accommodations, and freight charges.
2026-02-19T17:09:06+01:00
# About expense claims
By using Visma Net, employees in your company can easily file their claims for reimbursement of expenses, which may include expenditures for travel, accommodations, and freight charges.
By using Visma Net, employees in your company can easily file their claims for reimbursement of
expenses, which may include expenditures for travel, accommodations, and freight
charges.
With Visma Net, expense claims can be prepared, approved, and processed in accordance with the
process of claim submission adopted by your company.
Each expense claim is based on expense receipts that an employee enters into the system.
A
claim can include any number of receipts, each having its own settings.
An employee
can enter expense receipts on the fly, submit them for approval, and then, at a
convenient time (for instance, the end of the month), claim approved receipts in
bulk to generate the corresponding expense claims.
As soon as a new claim is
generated, the system automatically routes it to the authorised person for approval
(and adjustment, if needed).
Once the claim is approved, it can be released.
When an
expense claim is released, the system automatically generates an invoice to reimburse
the expenses to the employee.
If the employee incurred the expenses while working on
a project for a customer, the system also prepares the records for invoicing the
customer.
In the [Expense claim (EP301000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claim-ep301000/) window, you can access any of the following expense claims:
+ Your claims
+ Claims of employees in the work groups at lower levels than your work group in the company tree
+ Claims of employees for whom you are an appointed delegate
+ Claims that require your approval
+ Claims that require approval by employees in the work groups at lower levels in the company tree than your work group
In the [Release expense claims (EP501000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/release-expense-claims-ep501000/) window, all unreleased claims are listed, but you may not be able to edit or view the details of some claims.
In [Approval](https://help.visma.net/dk_en/approval/online-help/mini-tocs/online-help-start-mini-toc.htm), you can approve Visma Net or reject claims assigned to you, to the members of your work group, and to the members of work groups at lower levels than your work group in the company tree.
## Filing of an expense claim
You, as an employee, can use one of the following methods of filing an expense claim:
+ In the [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/) window, enter expense receipts and submit them for approval (if required). When the receipts are approved, you claim them in bulk to automatically generate the corresponding expense claims. ( [Generate expense claims](/visma-net-erp/help/time-and-expenses/process-expense-claims/generate-expense-claims/) )
For more information, see:
+ By using the [Expense claim (EP301000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claim-ep301000/) window, create a new claim, and then add any number of receipts to the created claim or add lines directly to the claim by using the table on the **Expense claim details** tab. You can add receipts to a claim only if it has the **On hold** status. If the **Allow mixed VAT settings in claims** check box is selected in the [Time and expenses preferences (EP101000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/time-and-expenses-preferences-ep101000/) window, expense receipts with different VAT zones or VAT calculation modes (or both) can be processed within one expense claim. If the check box is cleared, all expense receipts added to one expense claim must have the same VAT settings.
If the **Hold expense claims on entry** check box in the [Time and expenses preferences (EP101000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/time-and-expenses-preferences-ep101000/) window is selected, all new expense claims have the
**On hold** status, indicating that they are drafts that can be adjusted, if necessary.
You need to check the details of every claim before submitting it for approval; you can
submit an expense claim for approval only if all included receipts have the **Open**
status.
If the **Hold expense claims on entry** check box is cleared,
each newly created expense claim is automatically submitted for approval and the status of
the claim is set to **Pending approval** (if approval is required) or **Approved** (if
no approval is required).
For expenses that require documentation by your company policy, you can attach to each receipt a scanned receipt or other document that confirms your expenses.
## Properties of an expense claim
In Visma Net, an expense claim has the following properties:
+ The unique reference number, which the system assigns based on the number series specified for claims in the [Time and expenses preferences (EP101000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/time-and-expenses-preferences-ep101000/) window.
+ The date when the claim is created; this date determines the post period of the invoice generated by the claim release unless a particular post period is specified for the claim in the **Post to period** field on the **Financial details** tab of the [Expense claims (EP301030)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claims-ep301030/) window, which is available if the claim has the **Pending approval** or **Approved** status.
+ The total amount of the claim, which is calculated as the sum of the amounts in the **Amount in claim curr.** column for all the lines specified for the claim.
+ The employee part of the total amount, which is not paid back to the employee in accordance with the company policy.
+ The taxable and VAT amount for the expense claim. You can review the summary information on applicable VAT on the **VAT details** tab of the [Expense claims (EP301030)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claims-ep301030/) window, or you can view information for an expense claim line by clicking the link in the **VAT amount** column on the **Expense claim details** tab.
+ The currency in which the claim will be reimbursed to the employee; the claim currency may differ from the currency of the included receipts. By default, the claim currency matches the currency specified as the default for the employee, but it can be changed if currency override is enabled for the employee in the [Employees (EP203000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/employees-ep203000/) window. The customer (if applicable), which can also be specified for an individual line. The customer specified in the top part of the claim is the default customer for claim lines; it can be overridden for each line unless a project is specified for the line and the customer is associated with this project. When the **Invoiceable** check box is selected for a particular line, the customer will be invoiced for the expense in the amount returned to the employee.
+ The branch that will reimburse the expenses to the employee.
+ The department of the employee, which can affect who approves the claim. You can set up assignment rules for claim approval whereby claims from different departments may be approved by different persons.
+ The VAT zone and VAT calculation mode.
If the **Net/gross entry mode** functionality is enabled in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window, you can select whether the amounts in the expense claim are VAT-exclusive (net) or VAT-inclusive (gross).
## Statuses of an expense claim
In the [Expense claim (EP301000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claim-ep301000/) window, you can also view the claim's status, which
reflects its processing stage.
Typical statuses for expense claims might include the
following:
On hold
: The claim is a draft and cannot be released.
Pending approval
: The claim is pending approval.
Approved
: The claim is either approved or requires no approval.
Rejected
: The claim is rejected.
Released
: A purchase invoice has been generated based on the claim.
Related pages
Concepts
Tasks
Windows
About processing expense claims
/visma-net-erp/help/time-and-expenses/process-expense-claims/about-processing-expense-claims
page
By using Visma Net, employees of your company can easily file their claims for reimbursement of expenses, which may include expenditures for travel, accommodations, and freight charges.
2026-02-19T17:09:06+01:00
# About processing expense claims
By using Visma Net, employees of your company can easily file their claims for reimbursement of expenses, which may include expenditures for travel, accommodations, and freight charges.
By using Visma Net, employees of your company can easily file their claims for reimbursement of
expenses, which may include expenditures for travel, accommodations, and freight
charges.
With Visma Net, expense claims can be prepared, approved, and processed in accordance with the
process of claim submission adopted by your company.
Each expense claim is based on expense receipts that an employee enters into the system.
A
claim can include any number of receipts, each having its own settings.
An employee
can enter expense receipts on the fly, submit them for approval, and then, at a
convenient time (for instance, the end of the month), claim approved receipts in
bulk to generate the corresponding expense claims.
As soon as a new claim is
generated, the system automatically routes it to the authorised person for approval
(and adjustment, if needed).
Once the claim is approved, it can be released.
When an
expense claim is released, the system automatically generates an invoice to reimburse
the expenses to the employee.
If the employee incurred the expenses while working on
a project for a customer, the system also prepares the records for invoicing the
customer.
Create an expense claim
/visma-net-erp/help/time-and-expenses/process-expense-claims/create-an-expense-claim
section
You can create an expense claim by using the Expense claims (EP301030) window as a starting point.
2026-02-19T17:09:06+01:00
# Create an expense claim
You can create an expense claim by using the Expense claims (EP301030) window as a starting point.
For more information: [Expense claims (EP301030)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claims-ep301030/).
You can create an expense claim by using the
[Expense claims (EP301030)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claims-ep301030/) window as a starting point.
From there, you can add a new claim in the [Expense claim (EP301000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claim-ep301000/) window.
In this window, you can enter the following expense claims:
+ Your own claims
+ The claims of employees in the work groups at lower levels in the company tree than your work group
+ The claims of employees for whom you are an appointed delegate; all delegates of a particular employee are listed on the **Delegates** tab of the [Employees (EP203000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/employees-ep203000/) window
1. Go to the [Expense claims (EP301030)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claims-ep301030/) window.
1. Click .
The system navigates to the [Expense claim (EP301000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claim-ep301000/) window so that you can enter a new expense claim.
1. In the top part, specify the claim information as follows:
1. In the **Description** field, type a brief description of the claim.
1. In the **Claimed by** field, select the employee who is claiming the expenses.
1. In the **Currency** field, change the currency if the employee should be reimbursed in a different currency.
1. Optional: In the **Customer** field, select a customer if the employee incurred the expenses while working for a particular customer. If you add expense claim lines directly on the **Expense claim details** tab, this customer will be automatically specified for each new line.
1. Click .
1. To add expense claim lines, on the **Expense claim details** tab, do one of the following:
+ If you need to enter a new expense receipt that will be added to the claim, click **Add new receipt** in the table toolbar to open the [Expense receipt (EP301020)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipt-ep301020/) window, and then enter the expense receipt. [Create an expense receipt](/visma-net-erp/help/time-and-expenses/process-expense-claims/create-an-expense-receipt/)
For more information, see:
+ If you need to add existing expense receipts to the claim, click in the table toolbar to open the **Add receipts** dialog box; select one or more existing receipts, and then click **Add** to add them to the claim.
+ If you want to add lines directly to the claim, click on the first empty row in the table and fill in the appropriate columns.
1. Optional: If you need to correct the VAT or taxable amounts in the expense claim, either edit (in the [Expense receipt (EP301020)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipt-ep301020/) window) the individual receipts included in the claim, or click the link in the **VAT amount** column for the needed line on the **Expense claim details** tab, and modify the amounts in the **Document VAT** dialog box, which opens.
1. Click .
Related pages
Concepts
Tasks
Windows
Generate expense claims
/visma-net-erp/help/time-and-expenses/process-expense-claims/generate-expense-claims
page
The system automatically generates expense claims when you claim expense receipts by using the Expense receipts (EP301010) window.
2026-02-19T17:09:06+01:00
# Generate expense claims
The system automatically generates expense claims when you claim expense receipts by using the Expense receipts (EP301010) window.
For more information: [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/).
The system automatically generates expense claims when you claim expense receipts by
using the [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/) window.
When you claim
multiple receipts, multiple claims may be generated, each including receipts with
common properties.
The system always generates different claims for receipts that
have different employees, branches, or customers.
1. Go to the [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/) window.
1. Select the **To be claimed** filter tab to view only unclaimed receipts that have the **Open** status.
1. Do one of the following:
+ To claim only particular expense receipts, in the unlabelled column, select the check boxes for the receipts that you want to claim, and then click **Claim** in the window toolbar.
+ To claim all listed expense receipts, click **Claim all** in the window toolbar.
Related pages
Concepts
Tasks
Windows
About expense claim approval
/visma-net-erp/help/time-and-expenses/process-expense-claims/about-expense-claim-approval
page
In Approval you can configure approval workflows based on different rules for approving expense claims by:
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# About expense claim approval
In Approval you can configure approval workflows based on different rules for approving expense claims by:
+ List of approvers
+ Any approver with this cost unit role
+ The department manager
+ The project manager
+ Any approver with this project unit role
If the company has a Approval license, an expense claim with the submitted status can be assigned to an authorised employee for approval.
A claim cannot be sent to approval if it includes any receipt with the **On hold** status. Make sure that no receipts have the **On hold** status before submitting the claim. For more information, see: [Expense claims (EP301030)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claims-ep301030/)
Once the expense claim is sent to approval, its approval status changes to **Sent to Approval**, and when it reaches Approval its status changes to **Pending**.
## Approval or rejection of expense claims
Expense claims can be approved or rejected in Approval, which is available only if the company has a Approval license.
If you have access to Approval, you can view claims in accordance with the rules applied to all documents listed in this window (that is, you can view the expense claims assigned to you).
You can approve multiple selected expense claims at once by clicking the **Approve selected** button, or you can approve only a particular claim by clicking the **Approve** icon on the line. It is also possible to reject an expense claim. For more information, see: [Approve or reject expense claims](/visma-net-erp/help/time-and-expenses/process-expense-claims/approve-or-reject-expense-claims/)
Related pages
Concepts
Tasks
Windows
Approve or reject expense claims
/visma-net-erp/help/time-and-expenses/process-expense-claims/approve-or-reject-expense-claims
page
2026-02-19T17:09:06+01:00
# Approve or reject expense claims
## Before you proceed
1. Make sure that an approval workflow is configured in Approval.
1. Make sure that no receipts have the **On hold** status before submitting the claim.
> [!NOTE]
> A claim cannot be sent to approval if it includes any receipt with the **On hold** status. Make sure that no receipts have the **On hold** status before submitting the claim. For more information, see: [Expense claims (EP301030)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claims-ep301030/)
## Approve an individual expense claim
1. Go to the [Expense claims (EP301030)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claims-ep301030/) window.
1. In the top part, clear the **Employee** field to see the full list of the expense claims that you are allowed to access.
1. Click the link in the **Reference no.** column for the expense claim that you want to approve.
This brings up the [Expense claim (EP301000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claim-ep301000/) window, where you can view the details of the claim.
1. If you accept the details of the expense claim, click **Send to Approval** in the window toolbar.
Once the expense claim is sent to approval, its approval status changes to **Sent to Approval**, and when it reaches Approval its status changes to **Pending**.
1. Go to Approval, identify the expense claim in the **My Tasks** tab, and then click the **Approve** icon on the line.
Once an expense claim is approved, its approval status changes to **Approved** (in Visma Net ) and it can be released. For more information, see: [Release expense claims](/visma-net-erp/help/time-and-expenses/process-expense-claims/release-expense-claims/)
## Approve multiple expense claims
1. Go to the [Expense claims (EP301030)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claims-ep301030/) window.
1. In the top part, clear the **Employee** field to see the full list of the expense claims that you are allowed to access.
1. Click the link in the **Reference no.** column for the expense claim that you want to approve.
This brings up the [Expense claim (EP301000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claim-ep301000/) window, where you can view the details of the claim.
1. If you accept the details of the expense claim, click **Send to Approval** in the window toolbar.
Once the expense claim is sent to approval, its approval status changes to **Sent to Approval**, and when it reaches Approval its status changes to **Pending**.
1. Repeat step 1 - 4 for each expense claim to be sent to approval.
1. Go to Approval, and identify the expense claims in the **My Tasks** tab.
1. Select multiple expense claims at once, and then click **Approve selected**.
Once an expense claim is approved, its approval status changes to **Approved** (in Visma Net ) and it can be released. For more information, see: [Release expense claims](/visma-net-erp/help/time-and-expenses/process-expense-claims/release-expense-claims/)
## Reject an individual expense claim
If an expense claim contains incorrect data or for some other reason needs rejection, it is possible to reject the claim from Approval.
1. Go to Approval, identify the expense claim in the **My Tasks** tab, and then click the **Reject** icon on the line.
1. Specify a rejection reason in the appearing **Reject** pop-up dialog box, and then click **OK**.
> [!NOTE]
> Once an expense claim is rejected, its approval status changes to **Rejected** (in Visma Net ) and it cannot be released. To release it, you need to make the relevant corrections and repeat the approval process.
Related pages
Concepts
Tasks
Windows
About expense claim release
/visma-net-erp/help/time-and-expenses/process-expense-claims/about-expense-claim-release
page
You can release approved expense claims by using the following methods:
2026-02-19T17:09:06+01:00
# About expense claim release
You can release approved expense claims by using the following methods:
+ In the [Release expense claims (EP501000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/release-expense-claims-ep501000/) window, release all listed claims at once by clicking **Release all** on the window toolbar, or release only particular claims by selecting the unlabelled check boxes for those claims and then clicking **Release**.
+ In the [Expense claim (EP301000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claim-ep301000/) window, select the reference number of the approved expense claim that you want to release, which brings up the claim details. Then you can use the **Release** action on the window toolbar to release the claim.
When you release an expense claim, the system generates a Supplier ledger invoice
to reimburse the employee.
If the financial period specified for the
claim in the **Post to period** field on the
**Financial details** tab of the [Expense claim (EP301000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claim-ep301000/) window is closed in Supplier ledger and posting to closed periods is not allowed, you need to specify an
open period to be able to release the expense claim, or an error occurs
during the release.
The system posts the resulting invoice to the selected
period, which is also copied to the **Post period** field
in the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window for the invoice.
If the employee incurred the expenses while working on a project for a
customer, you can invoice the customer by using the [Invoice expense claims (EP502000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/invoice-expense-claims-ep502000/) window.
In this case, the system
generates an invoice for the customer in the same amount as the invoice for
employee reimbursement.
In the [Invoice expense claims (EP502000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/invoice-expense-claims-ep502000/) window, each
record relates to a single customer; thus, all not yet invoiced claim lines marked
as invoiceable will be included in one invoice.
The system will automatically release Supplier ledger and Customer ledger invoices from the Time and expenses workspace if the **Automatically release supplier ledger documents** and **Automatically release customer ledger documents** check boxes, respectively, are selected in the [Time and expenses preferences (EP101000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/time-and-expenses-preferences-ep101000/) window.
The system automatically releases supplier ledger invoices if the **Automatically release supplier ledger documents** check box is selected in the [Time and expenses preferences (EP101000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/time-and-expenses-preferences-ep101000/) window even if the approval workflow functionality is activated for supplier ledger documents on the [Supplier ledger preferences (AP101000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/) window (the **Require approval** check box is selected).
Also, the resulting transactions can be automatically posted to the General ledger workspace if the **Automatically post on release** check box is selected in the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window or the [Supplier ledger preferences (AP101000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/) window.
Related pages
Concepts
Tasks
Windows
Release expense claims
/visma-net-erp/help/time-and-expenses/process-expense-claims/release-expense-claims
page
In Visma Net, you can release expense claims in one of the following ways:
2026-02-19T17:09:06+01:00
# Release expense claims
In Visma Net, you can release expense claims in one of the following ways:
+ One individual claim at a time: Use the [Expense claims (EP301030)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claims-ep301030/) window as a starting point.
+ Multiple claims at once: Use the [Release expense claims (EP501000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/release-expense-claims-ep501000/) window.
You can release only the expense claims that have the **Approved** status.
## Release an individual expense claim
1. Go to the [Expense claims (EP301030)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claims-ep301030/) window.
1. Select the **Approved** filter tab to view only the claims that have been approved and are ready to be released.
1. Locate the expense claim that you want to release, and then click the link in the **Reference no.** field, which brings up the [Expense claim (EP301000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claim-ep301000/) window, where you can view the details of the claim.
1. In the window toolbar, click **Actions** > **Release**.
## Release multiple expense claims
1. Go to the [Release expense claims (EP501000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/release-expense-claims-ep501000/) window.
1. Do one of the following:
+ To release only certain expense claims, in the unlabelled column, select the check boxes for the claims that you want to release, and then click **Release** in the window toolbar.
+ To release all listed expense claims, click **Release all** in the window toolbar.
Related pages
Concepts
Tasks
Windows
Release expense claims
/visma-net-erp/help/time-and-expenses/process-expense-claims/release-expense-claims-2
page
In Visma Net, you can release expense claims in one of the following ways:
2026-02-19T17:09:06+01:00
# Release expense claims
In Visma Net, you can release expense claims in one of the following ways:
+ One individual claim at a time: Use the [Expense claims (EP301030)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claims-ep301030/) window as a starting point.
+ Multiple claims at once: Use the [Release expense claims (EP501000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/release-expense-claims-ep501000/) window.
You can release only the expense claims that have the **Approved** status.
## Release an individual expense claim
1. Go to the [Expense claims (EP301030)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claims-ep301030/) window.
1. Select the **Approved** filter tab to view only the claims that have been approved and are ready to be released.
1. Locate the expense claim that you want to release, and then click the link in the **Reference no.** field, which brings up the [Expense claim (EP301000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claim-ep301000/) window, where you can view the details of the claim.
1. In the window toolbar, click **Actions** - **Release**.
## Release multiple expense claims
1. Go to the [Release expense claims (EP501000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/release-expense-claims-ep501000/) window.
1. Do one of the following:
+ To release only certain expense claims, in the unlabelled column, select the check boxes for the claims that you want to release, and then click **Release** in the window toolbar.
+ To release all listed expense claims, click **Release all** in the window toolbar.
Related pages
Concepts
Tasks
Windows
Invoice expense claims
/visma-net-erp/help/time-and-expenses/process-expense-claims/invoice-expense-claims
page
2026-02-19T17:09:06+01:00
# Invoice expense claims
1. To invoice specific expense claims, select the check box in front of the expense claims you want to invoice.
1. Click **Process**. The status of released expense claims changes to **Invoiced**.
> [!NOTE]
> To invoice all expense claim displayed in the table, you do not have to select them, just click **Process all**.
Related pages
Concepts
Windows
Approve expense receipts
/visma-net-erp/help/time-and-expenses/process-expense-claims/approve-expense-receipts
page
After an expense receipt has been taken off hold, it might require approval.
2026-02-19T17:09:06+01:00
# Approve expense receipts
After an expense receipt has been taken off hold, it might require approval.
You can approve a receipt by using one of the following windows:
+ [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/) You use this window as a starting point from which you can open each individual expense receipt that you want to approve in the [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/) window and view its details. By using this method, you can also reject each expense receipt.
## Approve an individual expense receipt
1. Go to the [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/) window.
1. In the top part, clear the **Employee** field to see the full list of the expense receipts that you are allowed to access.
1. Select the **Pending approval** filter tab.
1. Click the link in the **Description** column for the expense receipt you want to approve, which brings up the [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/) window with the details of the receipt.
1. If you accept the details of the expense receipt, click **Actions** - **Approve** in the window toolbar.
## Approve multiple expense receipts
1. Go to Approval.
1. Do one of the following:
+ If you want to approve expense receipts assigned to you, select the **My approvals** filter tab.
+ If you want to approve expense receipts assigned to you and to the members of your work group, select the **My work group's approvals** filter tab.
+ If you want to approve expense receipts assigned to you, to the members of your work group, and to the members of the work groups at a lower level in the company tree than your work group, select the **All records** filter tab.
1. Click the header of the **Type** column, and configure the filter so that only expense receipts are listed on the tab.
1. Do one of the following:
+ To approve only certain expense receipts, in the unlabelled column, select the check boxes for the receipts that you want to approve, and then click **Approve** in the window toolbar.
+ To approve all listed expense receipts, click **Approve all** in the window toolbar.
Related pages
Concepts
Tasks
Windows