What this screen is for
Where a vendor incurs cost on your behalf and claims it back, the claim is tracked here. Summary cards give the position by status, and the list shows the claim number, the vendor, the claim date, a short description, the amount and the current status. A claim still marked submitted can be approved, rejected, or deleted if it was raised in error. Claims that have already been decided stay on the list as the record of what was agreed.
When to use it
Review it when vendor claims come in and before settling a vendor account, so nothing outstanding is missed. You can filter by status, by vendor and by a search over the claim or vendor name.
What you see on this screen
Four cards — Total Claims, Submitted, Approved and Total Amount — which follow the vendor and search filters but deliberately not the status filter, since they are themselves the status breakdown. The table carries:
- Claim # — the claim number, which opens the claim
- Vendor — who submitted it
- Date — the claim date
- Description — the first part of what the claim is for
- Amount — the total claimed
- Status — submitted, approved or rejected
- Actions — Approve, Reject and Delete on a submitted claim; a View link on one already decided
Delete withdraws a claim nobody has ruled on yet. A decided claim keeps its row as the record of the decision.
Filters and actions
Filters opens Status, a searchable Vendor picker and a Search box over the claim number and vendor name, with Reset. New Claim in the header raises one on a vendor's behalf.
Status values
- Submitted — put forward and waiting on a decision; only this state can be approved, rejected or deleted
- Approved — accepted and payable to the vendor
- Rejected — turned down
Related
- Expense Approvals — the equivalent queue for internal expenses
- All Expenses — spending recorded in the books