Posting Approved Expense Claims
Expense claims that have been submitted and approved in IRIS Expenses need to be posted as a document to PS Accounting so that payment can be made to the employee who raised the claim.
If you are a Posting User for IRIS Expenses claim documents you are responsible for posting are displayed in the Awaiting Posting panel on the My Claims page. Only accepted claims are displayed for posting.
If you are unable to post the document due to incorrect or missing information, you can send the claim back to the employee who submitted the claim to be amended, or you can reject the document.
Posting approved expense claims consists of the following:
Amending Claim Details Before Posting
Posting a Claim Document to PS Accounting
Viewing a Posted Claim Document in PS Accounting
- On the My Claims page, select View All in the Awaiting Posting panel.
- The Posting page is displayed with the claims awaiting posting by group in tabs at the top of the Claim panel.
- The claims displayed on the tabs relate to the selected user that submitted the claim. To see additional claims for other users, select the required user from the drop-down list, as shown in the following graphic.
- Select the claim group tab for which you want to post a document in PS Accounting, e.g. April 2021 1.
To view or amend the details for the claim, the history, or attachments for a claim, select the detail line for the required claim to display the Expense Detail panel. For more information, please see Amending Claim Details Before Posting. - You can then post the document, send back the document to the employee to be amended, or reject the document using the options displayed at the bottom of the page (if you are unable to see the options, use the right-hand side scroll bar).
Amending Claim Details Before Posting
If a claim has been accepted but the information is incorrect, you can amend the details before posting the document. If additional information is needed for the claim, you can send it back to the employee to be amended. For more information, please see Sending Back a Claim Document.
If the claim has been assigned to an incorrect nominal or account, as a Posting User you need to correct the information as an employee is unable to change the information on the original claim.
- On the Claim page, select the detail line for the expense that needs amending.
- The Expense Detail panel is displayed. Amend the required details, then select Save to confirm your selections and return to the Posting page.
You can also view the audit trail of process steps the expense has been through, including details of any amendments, previous reasons as to why the claim was sent back to the claimant, or you can view attached documents before posting the document. select History or View Attached Receipt(s) on the Expense Detail panel to display the details. For more information, please see Viewing the Audit Trail for a Claim.
- The changes saved message is displayed.
Posting a Claim Document to PS Accounting
- On the Posting page, select Post Document.
- The Post To Accounting window is displayed. The date defaults to the date of the expense claim. If you want to change the date of the posted document, select to select a date from the calendar or enter the date in DD/MM/YYYY format.
If posting a mileage claim, mileage rates are automatically recalculated to ensure the correct mileage rates are applied based on previous claim and mileage thresholds. - The period defaults to the period to which the date of the claim relates. If you have changed the date of the claim, you must select the accounting period which is the same as the date of the document. To change the period, select the required option from the drop-down list.
- select Yes to confirm your selections and return to the Posting page.
- The Document posted successfully message is displayed.
- You can now view the document in PS Accounting. For more information, please see Viewing a Posted Claim Document in PS Accounting.
Sending Back a Claim Document
If the information submitted for the claim is incorrect or missing, you can send back the approved claim to employee to be amended. The claim is then submitted for approval again. When the claim has been approved, the amended claim is available again to be posted.
- On the Posting page, select Decline Document.
- The Document Decline window is displayed. Select a reason for declining the document from the drop-down list, enter any additional information to explain your reasons or the details for what needs to be amended, then select Yes to confirm.
- The Document declined message is displayed.
Rejecting a Claim Document
If the accepted claim is incorrect and should have been rejected at the approval stage, you can reject the document.
- On the Posting page, select Reject Document.
- The Document Rejection window is displayed. Select a reason for rejecting the document from the drop-down list, enter any additional information to explain your reasons, then select Yes to confirm.
- The Document rejected message is displayed.
Viewing a Posted Claim Document in PS Accounting
To view a posted claim in PS Accounting, you can run a document enquiry or, if known, view the details of the account to which the document was posted. The Description of the Expense Control line (for example, nominal LLL9560) is displayed as the name of the claim group in which the expense was submitted.
IRIS Financials v6
IRIS Financials v7
