Create a new claim on the desktop

When logging into ProSpend, your default view will be the “My Spend” Role where you'll be able to create a Cash or Reimbursement Claim from the left:

From this screen you'll need to enter he Date range the Claim is intended to cover, and the click “Save” to generate the Claim ID and allow you to being adding the individual Expenses:

From the +Expense Button in the top-right you'll have the ability to create new Expense lines:

After selecting “No Receipt” you'll then be able to create the Expense Line (which will generate the unique Expense ID for the Expense line) and begin adding the relevant information to the Expense including the Date, Amount, Tax Code, Cost Centre, Expense Type, and Description. This information can also be entered directly onto the receipt from the vault, in which case, when the receipt is attached to the Expense Line it will be copied over:

In order to attach a Receipt to an expense line simply click on the thumbnail to attach it, and click “Un-attach Document" to remove it:

Claim Views

You will be able to view the individual Expenses within your Claims by clicking the associated Expense ID:

If you click on any portion of the Expense this will bring up the “Quick Code” View which will allow to make updates to msot of the values without navigating to that individual Expense:

There is also a “Bulk Update” Function which will allow you to update multiple Expense Lines at the same time:

Notes

A Notes work area is available and records the comment by the user with date/time stamp. This work area is for the Claimants, Approvers and Payers

Receipt Exceptions

There may be instances where a receipt is required but this was not provided, or was lost prior to creating the claim, it these instances you should be able to request an exception to the receipt upload:

This exception will ultimately need to be approved by your Approver, and depending on the setup of your organisations' site, or the specific Expense Type selected within an expense the Exception may not be required, might be automatically approved if it is below a certain dollar value, or this may not be available.

Submit the claim

When you have entered all of your expenses you wish to claim you can submit for approval. If the button is greyed out and not able to be clicked, this generally means there is an incomplete Expense within the claim and so you'll need to review the individual Expenses within the Claim to ensure there is no missing information or incomplete Expenses which generally speaking should be marked in Red:

Pending Approval

Once submitted the claim status changes to Pending Approval and the nominated approver will be contacted via email to approve your claim.

If the claim is approved or rejected you will be advised and the claim status will be updated to either Approved or Rejected.

If the claim is Approved there is no further action required of you:

When your claim is submitted all of the associated receipts will be removed from your document vault and archived.  However, they will still be attached to the claim and viewable.

Claim is rejected

If your claim is rejected you will advised by email. The Rejected claim will appear in your portal for editing, this status is functionally identical to “Not Submitted” but denotes the fact that the Claim was previously Submitted for Approval. You will need to open the claim and update as advised by your approver.

Your Approver also has the ability to “Dispute” specific Expense lines which will mark them in Red and provide them a comments field to communicate the issue with a specific Expense Line.