Approving and Batching Expense Claims

Approving and batching Expense Claims.

Introduction

Authorise Expenses

Authorise without batching then manually batch and process

Manually Batching Authorised Expenses

Authorise and Batch simultaneously



Introduction

When Expense claims have been entered, they can then be approved, batched and processed to send through to your accounting system and for cash expenses to be paid.

Expenses may be batched by Branch or Expense Card Group as needed to integrate to your accounting system.

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Authorise Expenses

You can choose to Authorise and Batch expenses separately, or perform both functions together.

  • Go to Expenses > Approvals.

All submitted Expenses that you have permission to view and approve will be displayed.

  • Select the User whose expenses you wish to approve.

Their Expenses will be displayed on the right of the screen.

  • Check the box beside the expenses that you wish to approve.


You can now Authorise, then manually batch and process, or simultaneously Authorise and Batch the selected expenses.

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Authorise without batching - then manually batch and process

From the Expenses > Approval screen (above):

  • Click Authorise selected.

You can now manually batch and process these expenses.

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Manually Batching Authorised Expenses

Where expenses have been Authorised but not yet batched, you can now batch them manually from the Process menu. This menu allows you to select and batch Expenses to be processed together by Expense Card Group or by Branch.

  • Go to Expenses > Process.
  • Select the Expense Card Group and / or Branch required, or leave these fields blank for all Expense Cards to be displayed

  • Check to select the Expense card that you wish to process from the list on the left.

This will display the authorised expenses for these selected Expense Cards on the right.

  • Check to select the expenses that you wish to batch and process from the list on the right.
  • Click Create batch.

This will take you to the New batch screen.

  • The Code and Description for the batch will be created automatically. This can be edited if required.
  • Analysis date: Enter the date, e.g. t for today's date.
  • Payment date: Enter the date for payment of these expenses. This will apply to Cash expenses.
  • Click Save and close.

 

This takes you to the Expense Batch screen where you can Export the analysis for the batch and Export the payment to your integrated accounting system.

To Export analysis from the Expense batch screen:

  • Click Export Analysis.


This takes you to the Due date required screen:

  • Due date: Enter the due date.
  • Click Export analysis.

This is sent to your integrated accounting system.

 

Export Payment from the Expense batch screen:

While still on the Expenses Batch screen, you can also Export Payment for this batch of expenses.

  • Click Export payment.

This is sent to your integrated accounting system.

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Authorise and Batch simultaneously

This combines the approval and batching in one operation. You can batch the Expenses from the Expense cards displayed in the list on the left of the screen.

From the Expenses > Approval screen (above):

  • Click the down arrow beside the Authorise button.
  • Click Authorise and batch selected expenses.

When you have selected Authorise and batch selected expenses, this takes you to the New Batch screen, rather than having to go back to the menu.

  • The Code and Description for the batch will be created automatically. This can be edited if required.
  • Analysis date: Enter the date, e.g. t for today's date.
  • Payment date: Enter the date for payment of these expenses. This will apply to Cash expenses.
  • Click Save and close.

 

This takes you to the Expense Batch screen where you can Export the analysis for the batch and Export the payment to your integrated accounting system.

 

To Export analysis from the Expense batch screen:

  • Click Export Analysis.

This takes you to the Due date required screen:
  • Due date: Enter the due date.
  • Click Export analysis.

 

While still on the Expenses Batch screen, you can also Export Payment for this batch of expenses.

  • Click Export payment.

 

This is sent to your integrated accounting system.

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    Last updated: 7 April 2022.