Pay back an approved claim

An approved claim is money the business owes the person. You pay it from a petty cash box, by bank transfer or with the next payroll, and the claim closes as Paid.

Before you start

• You need the right Pay expense claims. A petty cash keeper with Keep a petty cash box can pay claims from their own box.

Steps

1. Open Expenses → Approvals and look under To pay.
2. Select the claim and go to the section that says Pay with the amount and back.
3. Under How, choose:
   • From petty cash, and the Box;
   • Bank transfer, and type the Reference (transfer number);
   • With the next payroll.
4. Check the date and select Pay.

To pay many claims by bank at once:

1. On Approvals, download the Bank transfer file. It lists every approved claim not waiting for payroll, with each person's bank, IBAN and account number from HR.
2. Make the transfers in your bank.
3. Mark each claim paid with Bank transfer and its reference.

Good to know

• A box can never go below zero: if it does not hold enough, the payment is refused. Normally the box of the claim's branch is used; a manager may choose another.
• The bank file is a plain CSV file, not a format made for a particular bank. Check that your bank accepts it.
• With the next payroll needs HR & Payroll switched on. The claim waits under Waiting for the payroll run until a payroll run pays it as an untaxed reimbursement, then closes with the run as its reference.
• A claim whose lines were all paid with the company card closes when it is approved, without a payment.
• With Books, paying from a box or by bank posts a journal that clears Claims owed to the team against the box's cash account or your bank.
• See Run a petty cash box to top up a box before paying from it.