Expense claim related queries

ERPNext Accounting
,
1

The expense claim has been fully paid, and payment entries have been created against it. However, its status is still showing as “Unpaid” in the system. This is because the purchase invoice was settled against the expense claim, which may have caused the status mismatch.
Kindly share any solution on it.

image
image1111×490 29 KB

2

Hi there,

What do you mean when you say that a purchase invoice was settled against the expense claim? That’s not a workflow I’m familiar with.

As I understand it, expense claims are generally used in place of purchase invoices. You would use one or the other, not both.

3

When employees pay purchase invoices, they include them in their expense claims. To reflect that the invoice has been paid, we record a journal entry with reference to the expense claim.

That why expense status is unpaid

4

If you’re booking both expense claims and purchase invoices, you’re double charging your expense accounts. $100 worth of office supplies bought will be costing your company $200.

If you want to do it this way, I’ll need to do some customization most likely.

5

Which customization needed to solve issue

6

You’d have to rewrite how expense claims handle ledger entries.

In reality, though, what you’re trying to do isn’t consistent with how expense claims are supposed to work. You’d probably be better off just creating a new doctype. If employees are claiming expenses, your accounts department shouldn’t also be submitting them as invoices.

7

If the invoice is related to material procurement, how can we mark its status as ‘Paid’

8

This is for a stock item/manufacturing component? If so, you’re trying to use Expense Claim for something completely different than what it was intended for.

Very simply:

  • If your company buys something: use a Purchase Invoice.
  • If your employee has an out of pocket expense and wants to be reimbursed for it: use an Expense Claim.

You can’t use a Purchase Invoice and an Expense Claim at the same time. They are redundant. If your employee is purchasing something for company use with company money, you should not be using the Expense Claim doctype.