Expense Claims provide a space to collate an individual’s reimbursable payments.
This article is relevant to the enhanced Dext experience. You can access the article for the legacy Dext experience here.
Important: To be able to create an Expense Claim you must be assigned the Admin level role, or for all other types of roles, the ‘Create Expense Claims’ permission must be given. To gain this access contact your account administrator.
- How to Create an Expense Claims
- Who can Create Expense Claims?
- How to Create an Expense Claims using the Mobile App
- How to create a new Expense Claim in the Expense Claim Space in the Mobile App
- How to add items to an Existing Expense Claim using the Mobile App
How to Create an Expense Claim
Create an Expense Claim from the Dext Costs Workspace:
- Click on the Inbox
- Select the item(s) you want to add to your new expense claim using the checkboxes down the left-hand side of the page.
- Click the Add to expense claim button at the top of the page.
- Then specify your settings:
- Who the claim is for
- End date
- The name of the Expense Claim
- Click Add.
Remember that when creating a new expense claim for a user that has not previously had any created in their name a new supplier will automatically be created. You can adjust the expense claim’s supplier at any time by editing the claim via the Expense claim section.
The new claim will be available to view, edit and publish from the Expense claims section within Costs. Any items that have been added to an Expense Claim will be available to view from inside the claim, or from the Archive.
You can add additional transactions to an Expense Claim by selecting the items, clicking Add to Existing Claim and selecting the claim.
Who can create Expense Claims?
Only certain users can create expense claims. This is dependent on their assigned role and permissions.
- Admin Users can create and edit anyone’s Expense Claims
- Expense Approvers can create Expense Claims for any user if they have the ‘Expense claims’ toggle turned to “ON”
- Basic Users can create Expense Claims for only themselves if they have the ‘Expense claims’ toggle turned to “ON”
Users or team members can be given access to creating expense claims when they’re created, or by editing the permissions of an existing user.
To give them access when adding users to your account tick the Create expense claims box.
OR to edit the permissions of an existing user, go to Team (Partner Accounts) or Users in the sidebar, then click the Manage button next to the person you wish to update.
Click Edit Privileges in the drop down.
Then tick the Create expense claims box and click Save.
How to Create an Expense Claim using the Mobile App
You can now create and add items to an existing expense claim on the go using the mobile app!
To create an expense claim, you’ll need to:
- Log into the mobile app
- Select the items you’d like to add to the claim by:
- Pressing and holding on an item to see check boxes
- Clicking the Checkmark button in the top right corner
- Click the three dots in the bottom corner and select Create expense claim
- Enter the requested details for the claim and click Create
How to create a new Expense Claim in the Expense Claim Space in the Mobile App
You can now create expense claims in the mobile app before selecting the items you’d like to add to the claim! To do this:
- Log into the mobile app.
- Click the Expense Claims button.
- Click the green + button and select the items to add to the claim using the check boxes.
- Click Create.
- Enter the details for the expense claim and click Create.
Note:If you don’t have any expense claims in your workspace, you can also click the Create button to select the items you’d like to add to the claim.
How to add items to an Existing Expense Claim using the Mobile App
To add items to an existing expense claim:
- Select the items you’d like to add to the claim by:
- Pressing and holding on an item to see check boxes
- Clicking the Checkmark button in the top right corner
- Click the three dots in the bottom corner and select Add to expense claim
- Select the expense claim you’d like to add the item(s) to and click Confirm
