Claim
The Claim screen is used to create, review, post and manage reimbursement and supplier claims linked to a contract.
Claims may be created by:
Drivers (Driver Portal)
Employees
Internal users
Field Descriptions
Approval (Number – Search)
Enter an existing Approval number directly.
Or use the search function.
Date (Date)
Defaults to system date for new claims.
Represents supplier invoice date.
Used for Purchase Ledger exports.
Supplier (Text – 10)
When creating a new claim:
Default reimbursement supplier auto-populates.
“Reimbursement” checkbox is automatically checked.
Important rules:
If supplier is changed from default:
“Reimbursement” becomes unchecked
Bank details are removed
If Contract Type Group = Salary Packaged:
Supplier populates from linked Item
Cannot be changed
If Item supplier changes while claim is active → claim refreshes automatically
Note:
Supplier field is not visible to Drivers.
Reference (Text)
Used in ABA files as Lodgement Reference.
Defaults to Approval number.
Can be edited.
Leading/trailing spaces are removed on Save.
Payee (Text)
If Reimbursement = checked → displays “Driver”.
If not reimbursement → blank.
For Salary Packaged:
Defaults from Employees / Item “Payee”.
Not editable.
Field can be renamed.
Payment Method (Text)
Defaults to “Direct Credit” for reimbursements.
Blank if not reimbursement.
For Salary Packaged:
Defaults from Item record.
Not editable.
Bank Details
BSB / Account Number
If editable:
Enter 6-digit BSB.
Enter Account Number.
On Save:
Creates default bank account record.
Visible in Drivers → Finance tab.
If default bank account exists:
Auto-populates.
Once saved:
Fields become display-only.
For Salary Packaged:
Bank account comes from linked Item.
Cannot be changed.
If Item bank changes → claim refreshes.
Bank Details Correct? (Checkbox)
Mandatory validation.
Required:
On Check (internal users)
On Save (drivers)
Bank Account Icon (**)
Opens bank account selection modal.
Can:
Select stored account
Create new account
Not available if:
Not reimbursement
Salary Packaged contract
Reimbursement (Checkbox)
Automatically checked for new claims.
If checked:
Included in next ABA output file once posted.
If unchecked:
Bank details removed
Not included in ABA file
Automatically unchecked if:
Supplier changed from default
Not visible to Drivers.
Stop BECS (Checkbox)
Defaults from Drivers → Finance.
If checked:
Prevents claim processing.
Changes copy back to driver record.
Not visible to Drivers.
Driver Claims (Checkbox)
Default checked when Driver created.
Visible on Drivers → Contact tab.
Internal users only.
If checked:
Driver can create claims (Portal & Contracts tab).
If unchecked:
Driver cannot create claims.
Alert shown if attempted.
Internal users can still create claims but will receive:
“Driver cannot create claims. Create claim anyway?”
Last Edit (Date/Time)
Timestamp of last change.
Not visible to Drivers.
By (Text)
User who last edited.
Not visible to Drivers.
Status (Text)
Displays current claim status.
Not visible to Drivers.
Sub Status (Text)
Used when Auto Post on Claims is enabled:
Pending Funds
Posting Failed
Audit Icon (**)
Displays audit history.
Not visible to Drivers.
Acrobat Icon (**)
Opens attached reimbursement receipt.
Not visible to Drivers.
Notes Icon (**)
Opens Notes screen.
Green highlight = notes saved.
Not visible to Drivers.
Details Section
Multiple rows can be added.
Row
System-generated line number.
Date
Transaction date (date picker).
Odo (Number)
Odometer from receipt.
Validated against reasonable usage rules.
Valid (Checkbox)
Auto-set based on odometer validation.
Budget (Drop List)
Available classes from:
Contract Types → Expenses-Approvals
Portal users:
Only classes mapped to REIMBURSE interface.
Classification (Drop List)
If configured:
Select from list
May auto-populate Description
If not configured:
Enter Description manually
Portal:
Only mapped Classifications available.
Description (Text)
Defaults from Classification.
Editable.
Qty (Number)
Quantity of item.
For Fuel = Litres.
Total (Number)
Total claim amount.
GST (Number)
Auto-calculated from Total.
Controlled by GST flag from Contract Types.
If flag = N → GST = 0.
Alert if GST manually changed against flag.
Used in GST Checks process.
Net (Number)
Total minus GST.
Claim Status
Requested
Created by Driver/Employee in Portal.
Maintenance rows = pending.
Active
Reviewed or edited by internal user.
Not yet posted.
Maintenance rows = pending.
Active – Pending Funds
Funds Check failed.
Insufficient balance for reimbursement.
May auto-post once funds available.
Maintenance rows = pending.
Active – Posting Failed
Auto Post attempted but failed.
Rare occurrence.
Maintenance rows = pending.
Posted
Finalised.
Can be exported to:
Accounting system
Banking system
Cannot be edited once exported.
Cancelled
Created but cancelled before saving.
Not visible on Contracts → Maintenance.
Deleted
Only possible if not posted.
Not visible on Contracts → Maintenance.
Visible in Approvals → Search.
Maintenance row shown in grey.
History Only
Active claims set to history.
Visible in Driver Reports.
Not included in accounting exports.
Used for legacy records.
Maintenance rows shown in grey.
Action Buttons
New
Always available to Drivers.
Not available:
To External Users on Suspended contracts
To internal users (except Admin) on Terminated contracts
Edit
Allows changes.
Save button appears in edit mode.
Once edited by internal user → status becomes Active.
Delete
Deletes claim (if not posted).
Warning displayed.
Attach
Attach receipt.
Max total size: 5MB.
Configurable via:
Setup → Reference Data → gbcontrols → attachmaxfilesize
Check
Validates required data.
Required before Post.
If Funds Check fails:
Warning displayed
May move to Pending Funds.
Post
Only enabled after successful Check.
Finalises claim.
Initiates:
Driver payment
Accounting posting
Cannot edit/delete after export.
Enter Claims
You have the Scheduler Jobs set up for processing claims.
You have received documented claims for an employee's expenses that can be deducted from their pay (and then paid)
The employee has an Employees / Item record where
Benefit Type is 'Exempt'
Status is 'Active'
Disbursement Type is 'Claim'
Contract ID is populated
the linked Contracts / Lease contains pending periods
Process
Navigate to Contracts / Claim
Click on New button
Date - select today's date (this is not important - a Scheduler job updates this later to show the selected pay run budget date)
Budget - if the claim is being reimbursed to the Employee, choose 'Claim excludes GST'
Budget - if the claim is being reimbursed to the Employer who holds a Tax Invoice, choose 'Claim includes GST'
Description - enter a description of the expense
Qty - enter a quantity to push the required expense into a future payroll period. This must be a value between 1 and 5. If you enter anything else, the claim will be added to the next period (I.e. the next pending)
0 or 1 will update the next pay run period deductions. E.g. 02/08/2021
2 will update the next pay run period + 1. E.g. 09/08/2021
3 will update the next pay run period + 2. E.g. 16/08/2021
4 will update the next pay run period + 3. E.g. 23/08/2021
5 will update the next pay run period + 4. E.g. 30/08/2021
Total - enter the total including GST.
GST - GST will calculate if required and can be edited to match if the rounding is not correct. It will set to 0 if the claim excludes GST.
Click on Save button
Click on Attach button
Attach the supporting file you have received to the claim
Click on Check button
Expect to see a message that says 'Current funds balance will be -$###.## after this payment and is now Pending Funds
Next steps
A scheduler job will run and
Add the amount of the claim to the specified Contracts / Lease Period PRETAX budget record.
Date
If the the Contracts / Lease Period date is before or within the current month, the claim row Date is updated to match
If the the Contracts / Lease Period date is beyond the current month, the claim row Date is updated to show as the last day of the current month
Odo is updated to show the matching Contracts / Lease Period
Qty is updated to show as 0
Validations & Alerts
New Claim Alerts
Contract End date has been reached, are you sure?
Contract End date is before today.
Claim cannot be created. Item does not have stored payment method.
Edit Item → set Payee & Payment Method.
Employee cannot create claims. Create claim anyway?
Item Disbursement Type ≠ Claim
Employee Claims unchecked.
Please attach a driver to the contract.
Driver not linked.
Field Entry Alerts
Approval ‘123456’ does not exist!
Invalid approval number.
The BSB is a 6 digit number
Invalid BSB format.
Save Alerts
Please confirm bank details are correct!
Reimbursement checked but bank details not confirmed.
Incomplete Bank BSB / Account number
Missing BSB or account number.
BSB could not be matched to valid financial institution
Invalid BSB prefix.
Salary Packaged claim not linked to Item
Must link contract to correct Item.
Item requires a Payment
Disbursement Type = Periodic.
Use Contracts → Payments.
Item does not have stored bank account
Add bank account to Item record.
Duplicate Reference Error
Supplier does not allow duplicate reference numbers.
Use unique reference OR enable “Allow Duplicate Reference” in Supplier record.
Check Alerts
Bank details have not been flagged as correct!
Must tick Bank Details Correct.
Blank Reference!
Reference missing.
Funds balance will be {$#,###.##} after this payment and is now Pending Funds.
Failed Funds Check.
Attach Alerts
File already uploaded
Duplicate file.
Files exceed maximum size (5MB total)
Reduce file size.
Or update attachmaxfilesize setting.
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