When an employee submits an expense report for approval, the report appears on the Employee Claims page, where the approver or reviewer can review all expense claims and attached receipts before approving or rejecting the report.

Before making an approval decision, you can review each expense claim, verify the attached receipts and amounts, select the posting date, and automatically generate the journal entry once the report is approved.

Access Employee Claims

From the main menu, click "Payroll & Employees", then select "Employee Claims".

You will see all expense reports submitted by employees, along with their current status, such as "Pending Approval", "Approved", or "Draft".

Review an Expense Report

Click the expense report you want to review.

All expense claims included in the report will be displayed. You can move between each claim to review the extracted information and attached receipts before making a decision.

After reviewing all claims within the report, you can choose one of the following actions from the top of the page:

• Reject: If you find any incorrect or missing information, click "Reject", then enter a rejection reason. The employee will be able to view the reason, update the report, and resubmit it for approval.

• Approve: Click the arrow next to "Review Receipts", then select "Approve" to approve the expense report after confirming that all claims and receipts are correct. When approved, Wafeq generates the corresponding journal entry using the selected posting date.

• Edit: Click the arrow next to "Review Receipts", then select "Edit" if you need to modify the report or any of its claims before making an approval decision.

• Delete: Click the arrow next to "Review Receipts", then select "Delete" to permanently remove the expense report if it is no longer needed or was created by mistake.

Once approved, the report status changes to "Approved". If it is still awaiting review, its status will remain "Pending Approval" in the Employee Claims list.

Comments on Expense Reports

You can communicate with the employee or leave internal notes while reviewing an expense report using the "Comments" section at the bottom of the report.

Comments are useful for requesting additional information, clarifying questions, or documenting discussions before approving or rejecting the report. All comments remain attached to the report for future reference.

Actions on the Employee Claims List

The Employee Claims page allows you to manage and review all submitted expense reports from one place.

The available actions include:

• Search: Use the search box to find a specific report by entering a keyword, such as the employee's name, report title, or reference number.

• All Time: Click All Time to filter reports by a specific date range and display only the reports created or submitted during that period.

• Add Filter: Use Add Filter to narrow down the list using criteria such as report status (Draft, Pending Approval, Approved, Rejected, or Paid), employee, or any other available filter.

• Export: Click the three-dot menu (⋮) above the list, then choose one of the following options:

  • Export to Excel to download the list as an Excel file.
  • Export to CSV to download the list as a CSV file for use in other applications or further analysis.

Bulk Actions on Employee Claims

If you need to perform the same action on multiple expense reports at once, you can use Bulk Actions instead of opening each report individually.

To do this:

1. Select one or more reports using the checkboxes beside each row.
2. The bulk action toolbar will appear above the list.
3. Choose the action you want to perform.

The available bulk actions include:

• Approve: Approve all selected reports at once if they are ready for approval. Before approval, you'll be asked to select the Posting Date, after which Wafeq will generate the corresponding journal entries.

• Reject: Reject all selected reports at once. You'll be prompted to enter a rejection reason, which will be visible to the employee.

• Revert Approval: If a report was approved by mistake, you can return it to the Pending Approval status so it can be reviewed again.