Staff claims
Pay field staff back for the daily spend they claimed, one employee and one period at a time.
/accounts/claimsField staff claim what they spend on the road, day by day, under Daily Expenses. Those claims wait here until the desk pays them back. Paying someone settles every unpaid claim of theirs in the period you choose, in one payout, booked to Travel & Conveyance (Staff).
Pay an employee
Choose the period
Open Staff claims and set the period with the date pickers, or with This month, Last month or This year. The list shows everyone with unpaid claims dated in it, and the total Owed to staff in the period.
Select Pay
Select Pay on the employee's row. The dialog, headed with their name, lists each unpaid claim in the period, with its date, what it was for (Food, Travel, Hotel or Miscellaneous), the note and the amount, and the total To pay. All of them are paid together, except any held for a manager's review (see Held claims).
A travel claim for the employee's own vehicle that their day on the app doesn't account for is Flagged for a look, with the reason under it, and a note above the list says how many days are flagged. Paying still pays every claim. If one needs asking about, ask the employee or their manager before you pay. See Flagged drives.
Say who pays, and from where
- Paid by: the firm. It starts on Domato Book Co., because staff are on its payroll. Choose the other firm only for someone it employs.
- Paid from: that firm's bank or cash account.
- Paid on: the date of the payment.
- Reference (optional): the UTR, UPI reference or cheque number.
Pay
Select the Pay button, which shows the amount. The payout takes the next number in the firm's claims series and appears under Payouts made.
If the employee adds or removes a claim for that period, or changes an amount, while the dialog is open, the payment is refused with "The claims for this period changed while you were paying them; reload and try again". Reopen the dialog so you pay exactly what you can see.
A paid claim is closed
Once a claim is paid, the employee can't change or delete it. They are told "This claim has already been paid, so it can no longer be changed. Ask the accounts desk if it was wrong." If a paid claim was wrong, cancel the payout: the claims go back to unpaid, the employee can correct them, and you pay them again.
The unpaid list
| Column | What it shows |
|---|---|
| Employee | The employee's name and code |
| Entries | How many unpaid claims they have in the period, and under it how many unpaid days have a flagged drive, such as "2 days flagged" |
| Spent between | The first and last dates of those claims |
| Owed | The total unpaid that can be paid now |
| Held for review | Claims held for a manager's decision, with how many. They aren't in Owed. |
Held claims
When two claims look like one cost claimed twice (the same odometer readings on the same day, or the same bill file), both are held until the pair's manager decides which to pay. See Approvals.
- A held claim shows in the pay dialog with HELD and "Held for the manager's review — not paid now", struck through, and isn't in To pay. Once the manager passes it, it's paid in the next payout.
- Held for a manager's review, beside the total owed, adds up what is held in the period.
- An employee whose every unpaid claim is held has no Pay button.
- A claim the manager decided not to pay is never listed here and never paid.
Payouts made
Below the unpaid list, every payout is listed newest first, for the firm the switcher shows. Use Newer and Older to page through them.
| Column | What it shows |
|---|---|
| Paid on | The payout's date |
| Payout no. | Its number, with a tag for its firm |
| Employee | Who was paid |
| For claims | The period the claims were from |
| Amount | What was paid |
| Reference | The payment reference |
| Status | ISSUED or CANCELLED |
Open a payout by its number to see who was paid, for which days, from which account, and Claims it paid, with each claim's date, category, travel mode, note and amount. In the books says what it did: Travel & Conveyance (Staff) is debited and the paying account credited. View entry opens the entry itself.
Cancel a payout
A payout is never edited or deleted. Select Cancel on its row, or Cancel payout on its page. Write a Reason of at least three characters and select Cancel payout.
- The payout keeps its number and shows CANCELLED, with who cancelled it and why.
- Its entry in the books is reversed, so the money goes back into the account that paid it. View reversal opens the reversing entry.
- Its claims become unpaid again. They go back on the unpaid list, and the employee can change them until they are paid.
Good to know
- Claims are listed by the date they were spent, not the date they were filed. A claim for a day outside the period you chose is not in the payout.
- You can't pay from the other firm's bank or cash. Pay from the firm that pays the employee.
- You can't date a payout on or before the day the firm's books are closed after a GST filing (see Setup).
- The Accountant (read-only) sees both lists and every payout, but not the Pay and cancel buttons.
Related
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