Help Center / Bookkeeping / Everyday tasks

Staff claims

How staff claims are approved, and why the expense is only recorded when you pay the staff back.

2 min read

What you'll learn

How a staff claim moves
Why approving a claim doesn't change your books yet

A claim is money a member of staff spent out of their own pocket for the business — parking, a taxi, a client lunch — and wants back. Claims are submitted with their receipt in HRMS, the staff module; bookkeeping no longer takes them in directly. Older claims are still here, and every claim reaches your books the same way: waiting to be reimbursed.

Approving a claim posts no journal entry

This is the one exception in Fortura. Approving an invoice posts its entry straight away. Approving a claim does not — nothing reaches your ledger at that point.

The entry happens when you pay it back

You reimburse the staff member, and that payment lands on your bank statement. Open Bank Reconciliation, open the transaction and match it on the Claims tab — claims are grouped by employee, and one payment can cover several. That match is what posts the entry: DR the expense account, CR your bank.

So until you reconcile the reimbursement, an approved claim is a record, not yet a cost in your accounts.

Tip — keep the receipt with the claim. It is the evidence behind the expense, and Malaysian law says you keep it for seven years.

Step by step

1
Staff now send claims in HRMS, where you approve them — see Staff claims in the HRMS course. An approved claim is paid on their next payslip and reaches your books with that payroll entry.
2
Claims from before HRMS stay in your books. Find them on your Dashboard under View all claims.
3
For those, approving posts no entry yet. When you pay the staff member back, match that bank line to the claim in Bank Reconciliation.
4
That match is what records the expense in your books.

Try it in Fortura →

Got a question or stuck on something? Our team is happy to help.

Contact support