Overview
The Claims module allows employees to raise reimbursement requests for work-related expenses such as fuel for a bike, petrol bills, travel, food, or other allowed categories. Each claim moves through three stages — Request → Approval → Payment. The Claims list page shows all claims with their bill amount and the requested claim amount, while the detail view lets the admin make payment against an approved claim.
Accessing the Claims Page
From the sidebar, open Claims. The page lists all claim records with the following columns:
| Column | Description |
|---|---|
| Claim Number | Unique identifier for each claim (for example, EC/152/39) |
| Emp Code | Employee code of the requester |
| Employee | Name of the employee who raised the claim |
| Bill Date | Date printed on the bill |
| Bill Amount | Total amount on the bill |
| Requested Claim Amount | Amount the employee is requesting to be reimbursed |
| Eye icon | Opens the claim detail page |
Top Controls
- + — Raise a new claim request
- Filter — Narrow down claims by status, employee, or date
- Search — Find a claim by number, employee, or amount
Raising a New Claim Request
Click the + button on the Claims page to open the New Requests dialog. The dialog has multiple tabs (Leave, Permission, Loan, Attendance Correction, Claims) — select the Claims tab and fill the form:
| Field | Description |
|---|---|
| Category | Type of expense (for example, Travel Expenses, Fuel, Food) |
| Bill Date | Date of the bill |
| Bill No | Bill / invoice number (required) |
| Bill Amount | Total amount on the bill (required) |
| Claim Amount | Amount being claimed for reimbursement (required) |
| Remarks | Reason or context for the claim (required) |
| Image Upload | Upload a photo of the bill as proof |
Click Send Request to submit the claim, or Cancel to discard. Submitted claims move to the approver for review.
Viewing a Claim (Eye Icon)
Click the eye icon on any row in the Claims list to open the claim detail page. The left side shows the claim summary and the right side shows the Transactions history:
| Field | Description |
|---|---|
| Claim Number | Unique claim ID |
| Approval Date | Date the claim was approved |
| Remarks | Notes provided when raising the claim |
| Billed Amount | Original bill amount |
| Claim Amount | Amount approved for reimbursement |
| Billed Date | Date on the bill |
| Category | Expense category (for example, Travel Expenses) |
| Requested Date | Date the claim was raised |
| Status | Current status of the claim (Pending, Approved, Rejected, Paid) |
The Transactions panel on the right lists all payments already made against this claim, with Date, Amount, Location Name, and Payment Type. If no payment has been made, it shows No records to display.
Make Payment (Action Menu)
For an Approved claim, click the Action button at the top right of the detail page and choose Make Payment. The Make Payment form opens with the following fields:
- Manual Payment — Payment mode option
- OutStanding — The remaining amount to be paid (for example, Rs. 2200)
- Date — Date of the payment
- Amount — Amount being paid in this transaction (required)
- Note — Optional note about the payment
Click Submit to record the payment, or Cancel to discard. Once submitted, the entry appears in the Transactions list and the outstanding amount is reduced accordingly.
End-to-End Claim Flow
- Employee opens Claims and clicks + → fills the Claims form (category, bill details, claim amount, remarks, image) and clicks Send Request.
- The claim appears in the Claims list with its Bill Amount and Requested Claim Amount.
- Approver reviews the claim. Once approved, the status becomes Approved.
- Admin opens the claim using the eye icon and verifies the bill, category, and approval details.
- Admin clicks Action → Make Payment, enters the date and amount, and clicks Submit.
- The payment is recorded in the Transactions panel, and the outstanding amount updates. Multiple part-payments can be made until the outstanding becomes zero.