To help you complete the expense run from start to finish, we've put together everything you need to do in order.

📌 Note: These are the general steps, part of the process depends on how you've configured your environment.

Expense enquiry report

Before you can process the expense run, generate the expense enquiry report. To do this, follow the steps below in back office.

Click Core Expense, then click Enquiry.
Click Expense Trip Enquiry, then enter expense group number.
Select Approved and clear other options from status.
Under Report Settings, tick all boxes and click Generate Report.
Download the report and note the amount on the report.
To exit the screen, click the exit icon.

Generate payment claims

After generating the expense enquiry report, run the generate payment claims. To do this, follow the steps below in back office.

Click Core Expense, then click Input.
Click Generate Payment Claims.
Search for the relevant expense group, then click Submit Update.
To save, click the save icon.
Trips will move from status approved to processed.
Claim numbers will be generated for each trip ID.
Claim numbers will have a “HO” (hold) status.
To exit screen, click the exit icon.

Expense trip enquiry processed report

After processing the trips, generate the expense trip enquiry report again to confirm the amounts to be paid. To do this, follow the steps below.

Click Core Expense, then click Enquiry.
Click Expense Trip Enquiry.
In the expense group field, enter the expense group number in question.
Select the Processed checkbox, then clear other options from status section.
Click Generate report.
📌 Note: This figure can be slightly different from the approved figure in the approved expense report, if you have mileage claims processed. This has to do with the different mileage rates setup when employees go over certain amount of kms.
To exit screen, click the exit icon.

Approval processing - approve claims on hold

Before you can process the expense run validation, you'll need to approve the claims at hold to change the status of the claims. To do this, follow the steps below.

Click Core Expense, then click Input.
Click Approval Processing.
In the expense group field, enter the relevant expense group number.
Clear all options except the Hold status and press Tab on your keyboard.
Check the figure if this corresponds with the figure in the processed expense trip enquiry report.
In the relevant claim, click Approve.
Alternatively, to approve multiple claims at once, select the claims and click Bulk Approval.
Click the save icon.

Expense run validation

This validates the claim and creates the validation report for comparison against the expense trip enquiry processed report. To do this, follow the steps below.

Click Core Expense, then click Update.
Click Expense Run Validation.
Adjust the cheque and bank processing dates to the desired dates.
Search for the relevant expense group, then select Submit Update check box.
Check the number of claims and the total value.
Click Run Validation.

📌 Note: Depending on how your environment is configured, you will need to either process the generate timesheet or paypath file and send it to PeopleXD Payroll.

Generate timesheet

Once you're happy with the figures on the reports, before you generate the timesheets to payroll you need to review and approve them in PeopleXD Expense.
Before you follow the steps below, you need to check:

The expense run validation must be complete.
Only transactions with a pay method of ‘SP’ are processed with timesheets.
The pay method for the expense group:
1. In back office, click Core Expense.
2. Click Reference, then click Reference D-L.
3. Click Expense Group, then click Pay Method.

Once the above information has been confirmed, follow the below steps.

Click Core Expense, then click Update.
Click Generate Timesheets.
To preview a copy of the data, click Generate Report.
To transfer the timesheet to payroll for the relevant expense group, click Submit.
Click OK.

Create paypath details

Once you're happy with the figures on the reports, create the bank file to transfer to payroll. To do this, follow the steps below in back office.

Click Core Expense, then click Update.
Click Create Paypath Data.
In the company code field, enter the company number.
Press Tab on your keyboard through the fields and information will be displayed.
Click Browse, then select a location to store the bank file.
Select the appropriate bank, from the Bank Name dropdown.
Click Create.