Expense claims
Expense claims are requests submitted by employees, directors, or users to be reimbursed for business-related expenses they have personally incurred. These may include travel costs, meals, office supplies, or other approved expenditures.
Acting Office manages expense claims in a streamlined and efficient way, ensuring accuracy and accountability in reimbursement processes.
Expense claim creation
To begin with adding an expense claim, click on the ‘Add’ button.
Creating a new user
Acting Office allows the creation of a new user during the process of generating an expense claim. Simply begin typing the user's name in the field provided, the option to create a new user will appear. Input the required details such as the name and designation for the concerned user. Additional information can be inputted using the ‘More details’ option.
Enable the ‘Mandatory Account’ checkbox if you want to create a dedicated account for the user.
Additional fields
Expense number
Automatically generated based on the sequence defined in settings, but can be manually edited if needed.
Date
By default today’s date will get fetched however, you can edit this as per your requirement.
Remarks
This section can be utilised to input other relevant information. You can also attach any document using the attachment icon.
Bill number
Enter the bill number as provided by the employee or director.
Description
Add a brief note for internal reference and future use.
Account
Select a relevant account from the dropdown menu. Our system is intelligent enough to enlist only expense related codes for your convenience.
Amount
Enter the amount excluding VAT.
VAT rate
Choose the appropriate VAT rate from the dropdown.
The VAT-inclusive value will be automatically calculated per line item.
Additional steps
To add more line items, a new row appears automatically after each entry. To remove a line item, click the 'Delete' icon next to it.
Click ‘Save’ to submit the current expense claim.
Use ‘Save & New’ to save and immediately start a new claim.
Expense dashboard
The dashboard displays a complete list of expense claims with information such as: Reference number, user and other relevant details.
Quick actions
Download: Export the invoice as a PDF using the download icon.
Edit: Modify the claim using the edit icon
Observe
Editing may be restricted if transactions are linked.
Clone: Duplicate an expense claim; all details will be copied into a new one.
Delete: Remove an expense using the delete icon. To restore a deleted claim, adjust the filter to view deleted items and click the restore icon.
Additional features
Search: Find expense claims quickly by reference number or user.
Date range: Filter claims within a specific date range.
Status filters: View expenses by status – Active, Due, Paid, or Deleted.
Sorting: Sort claims by columns such as date, amount, or status.
Mileage claims
The Mileage claim tab allows users to record mileage for business travel, submit reimbursement claims, and, where applicable, reclaim VAT on mileage expenses.
Creating a Mileage Claim
Click the Add icon to begin.
Enter user details, including name, designation etc. or select user name (if already created).
A unique reference number will be automatically generated as the Mileage No.
Confirm the claim date (Defaults to today’s date. To change, use the calendar icon to select a different date) and select the vehicle type from the provided dropdown.
Use the Remarks field to enter any additional notes or references.
Enter required Information
Engine type/size
Select the engine size to apply the correct mileage rate.
Description
Provide additional details, if necessary.
Mileage (miles)
Enter the total number of business miles travelled.
Co-passenger number
Record the number of passengers, (if any).
Reclaim VAT on mileage
Tick this box if VAT is reclaimable (valid only if supporting fuel receipts are attached).
Additional steps
Net amount
Auto-calculated based on the mileage rate and distance entered.
Expense total
Displays the total mileage claim amount excluding VAT.
VAT total (£)
Displays the reclaimable VAT amount if the "Reclaim VAT on mileage" option is selected.
Saving the record
Click Save to record the entry and click on ‘Save and new’ to save the current claim and open a new blank entry.
Observe
Supporting documentation (e.g., fuel receipts) is mandatory for VAT re-claims.
If a VAT re-claim is submitted without an attachment, the system will display a prompt alerting the user before saving.
Mileage dashboard
The Mileage Claim Dashboard provides a consolidated overview of all mileage claims submitted. It displays key details including: Reference number, user, date of claim, description, claimed amount, outstanding balances, along with the respective statuses.
For ease of use, the dashboard includes search functionality as well as date and status filters, enabling users to quickly locate and review specific records.
Reimbursements
Reimbursements is the process of repaying individuals for expenses they have incurred on behalf of a business or organisation. In simple terms, when someone spends money for work-related or pre-approved purposes, they can claim that amount back from the business. Acting Office provides an intuitive section to claim these reimbursements.
Creating a reimbursement
To begin adding a reimbursement, click on the ‘Add’ button and fill in the required details:
Reimbursed to
Start typing the user's name; a list of existing users will appear. Select the appropriate user from the list. You can also create an additional user directly from this section as well.
Reimbursement number
This is automatically generated based on the sequence configured in business settings. It can be manually edited, if needed.
Date
Defaults to today’s date. To change, use the calendar icon to select a different date.
Account
Choose the account from which the reimbursement will be made.
Method
Select payment method from the dropdown menu. We have also added enhanced functionality whereby selecting the ‘Account’ automatically updates the ‘Method’.
Amount
Enter the total reimbursement amount.
Acting Office includes an ‘Auto allocation’ toggle to automatically apply the amount against relevant expense claims. By default allocation works on FIFO basis. To manually allocate amounts to specific claims, turn the toggle off and link them manually.
Click ‘Save’ to complete the entry. Use ‘Save & New’ to save the current reimbursement and immediately create a new one.
Reimbursement dashboard
The dashboard provides a comprehensive list of all reimbursement entries with details such as: Reference number, user, date and other important details.
Quick actions
Download: Export the reimbursement as a PDF by clicking the download icon.
Delete: Remove an reimbursement using the delete icon. To restore a deleted reimbursement, adjust the filter to view deleted items and click the restore icon.
Additional features such as search, date range, status filters, and sorting are available here as well.
Refunds
Refunds refer to the process of returning money from a user (employee, director, or customer) due to overpayment, cancelled transactions, or any other valid business reason. Acting Office allows you to manage and track all refunds effectively as well as efficiently.
Creating a refund
To initiate a refund, click on the ‘Add’ button and provide the necessary details:
Refund from
Type in the user for whom, a refund will be initiated. A list of existing users will appear and can be added from here.
Refund number
Automatically generated based on the next available sequence configured in settings. You may edit it manually if needed.
Select other important details as well such as the account, method and amount.
Auto allocation feature is available here as well.
Click ‘Save’ to complete the record. Use ‘Save & New’ to save the current reimbursement and immediately create a new one.
Refunds dashboard
The dashboard provides a complete overview of all refunds, displaying details such as- Refund number, refunded from (User), linked reimbursements and other important information.
Quick actions buttons such as download and delete are available here as well.
Additional feature such as search, date range, status filters, and sorting are available to quickly sort and filter the information.
Users
Acting Office is integrated with Companies House, allowing all individuals associated with a company to be automatically added to the users dashboard.
Additionally, a list of all the users created across the module will also get presented here. Moreover, you can also create a new user from here as well.
Creating a new user
Click on the ‘Add’ button
Fill in the details, i.e. designation, full name, email address and other required information.
Click on ‘Save’ to complete the process.
Users dashboard
The dashboard provides a list of all users with the following details:
Name
Designation
Balance (if applicable)
Search and filters can be utilised to manage the users' list.
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