Check and Post a Claim
Click on [Check and Post]. This verifies the data and runs the Funds Check.
If the contract does not have enough funds to post the claim, you will be alerted. The claim will be saved with a “Pending Funds” sub status.
If you have role access, the [Check and Post] button will still be available and you can choose to override the warning.
Click on [Continue].
An alert will ask if you want to send a Reimbursement Notification email.
Click on [No] to finish posting without emailing the driver or employee.
Click on [Yes] to email the driver or employee. This also creates a Reimbursement Notification event email record.
Raise a Claim
Create Claim
Go to Contracts / Claim
Find and select the contract that the claim belongs to.
Click on [Create Claim]
Bank Details
Check BSB and Account Number details are correct.
If the bank account is populated but not correct, follow the Select a bank account in a claim process.
If the bank account is missing, enter details and tick Bank details correct?
Enter Receipts
For each claim receipt, complete:
Date – enter/pick receipt date
Odo – enter if known or leave blank
Budget – select matching budget
Classification – select appropriate classification (defaults if only one exists)
Description – auto-populated from classification (can be edited)
Qty/Litres – enter litres or quantity
Total – enter receipt total
GST – auto-populated; adjust if required
Once all receipts are entered:
Click on [Save]
If incomplete fields exist, user will be alerted.
Click on [Attach Receipt]
Drop or browse to upload scanned files.
Click on [Check and Post]
(This verifies data and runs Funds Check)
Funds Check
If insufficient funds:
Claim is saved with “Pending Funds” sub status
Users with role access may override warning
Click on [Continue]
Reimbursement Email
An alert will ask if you want to send a Reimbursement Notification email.
Click:
[No] → post without emailing driver/employee
[Yes] → email driver/employee and create reimbursement event record
Claim Checks (Data Check)
Validation Rules
1.1 Item is a fee → no claims allowed
1.2 Item is recurring and pays supplier → no claims allowed
2.1 Payee must be Employee → update, then Check/Post
2.2 Bank account missing → update, then Check/Post
3.1 Payee must be Employee → update then Check
3.2 Bank account missing → update then Check
4.1 Recurring item, budget not auto-populated → manual billing update
4.2 Contract suspended → review and delete claim if not payable
5.1 Sub status must be Pending Funds → Check/Post
5.2 Rounding bug → Check/Post
5.3 autoPostClaims unknown error → Check/Post or review
6.1 Sub status must be Pending Funds → Check
6.2 Sub status must be Pending Funds → Check
7.1 No billing records → investigate Contracts/Billings
7.2 Billing vs Claims mismatch → investigate
8.1 Supporting attachment missing
Claim Reimbursement Workflow
Internal Users
Recommended sequence:
Select contract ID
Select Claim tab
Press [Create / Edit] (depending on new or existing claim)
Enter invoice number (optional receipt reference)
Enter driver BSB & account (if different from default)
Optionally tick Stop BECS
Enter date and odometer
Select budget account
Select classification
Enter Qty and Amount
Click [Validate]
Click [Check]
Click [Post]
If complete:
Prompt appears for Reimbursement Notification
System updates maintenance records
Data becomes exportable
Driver Workflow
Select contract ID
Open Claim tab
Read Claim Instruction box
Click Continue
Enter claim details
Confirm accuracy (OK / Cancel)
Claim Saved message appears
Continue to exit
Attach supporting documents
Search/view existing claims via Approval lookup
Delete allowed only if status = Pending
Claim Roles
Full Access (Internal)
accounts, admin, finance, manager, operations, procurement, insurance, etc.
External Access
driver
No Access (Internal)
introducer, quotes_consultant
No Access (External)
fleet_manager, package_advisor, package_employee, etc.
Select Bank Account (Claim)
Click [Bank Account Icon] to open modal.
Only claim accounts are shown.
Fields
Account Name
BSB
Account Number
Claim (always ticked)
Default (optional default account)
Actions
View/Add → add new account row
Edit/Create → save new record
Cancel → discard changes
Close → return to claim
Claims History
Accessible via:
Employee Portal → View submitted claims
Driver Portal → View submitted vehicle claims
Display Conditions
Shown when:
Novated OR Salary Packaged rules met
Contract active and valid
Reimbursement = checked
Status = Pending or Posted
Columns
Claim ID
Date
Item (Reg No / Contract ID)
Description
Total Amount
Status
Attachment indicator
Setup / Configuration Notes
Sub status aliases controlled via:
fm_approvals_sub_statusesClaims history display controlled via:
gb_controls
GST Troubleshooting
Issues
GST Claimable limited (LCT exempt variant issue)
GST Claimable incorrect (exceeds allowable amount)
Fix
Update control:
maximumgst_claimable