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.

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.