Reimbursement

The Reimbursement Module in DaaI Business Suite helps companies manage and track employee claims after they are manually reviewed and approved outside the system. Unlike direct expense entries, reimbursements in DaaI are not created manually. Instead, they are auto-generated from Expense records once the company decides to settle employee claims. Create, Edit & Delete Expense

✅ Benefits:

• Keeps reimbursements linked with actual expenses.
• Ensures payouts are transparent and traceable.
• Connects smoothly with Petty Cash or Bank Payments.
• Reduces confusion by maintaining clear payment status updates.

📌 For general expense tracking, refer to the Expense Module – Overview article.

🛠 Prerequisites

Before using the Reimbursement Module, ensure:

• ✔ Employees have already submitted their claims manually (outside the system).
• ✔ Managers/Finance team have manually reviewed and approved those claims before entry.
• ✔ Petty Cash / Bank accounts are configured in the system (see Petty Cash Module Overview).
• ✔ Correct expense categories exist for classification.

How Does the Reimbursement Module Work?

Reimbursement tracking in DaaI starts only after manual approval outside the system.

1. Manual Claim Review & Approval (Outside System) ✏️
   1. Employees submit claims to managers manually (email, paper, or external tool).
   2. Managers review and approve outside DaaI.
2. Expense Creation (Inside System) 🛠
   1. Finance team records the approved reimbursement as an Expense in DaaI.
   2. Based on this expense entry, the system automatically generates a Reimbursement Record.
3. Payment & Recording (System Tracked) 💵
   1. When payment is processed:
      1. If paid by Cash → A Petty Cash record is auto-created and balance deducted. (Ref – Auto-Linking with Expense & Reimbursement)
      2. If paid by Bank → Recorded against the bank account.

⚠️ At this stage, the reimbursement status moves from Pending → Paid inside DaaI.

⚠️ Important Points / Reminders

• Reimbursements are never created directly. They always come from an Expense record.
• Claim submission and approval must be done manually outside DaaI.
• If reimbursement is paid by Cash, the system auto-creates a Petty Cash record and deducts the balance.
• Later changes in paid amount from the Expense/Reimbursement will not auto-update petty cash records.
• Editing a Credit record in Petty Cash will immediately refresh the petty cash balance.
• Once reimbursement is marked Paid, it cannot be deleted.

⭐ Summary: The Reimbursement Module starts only after manual claim approval outside the system. DaaI ensures all approved reimbursements are auto-generated from expenses, never created separately. By linking them to Petty Cash and Bank, the system guarantees accuracy, proper tracking, and transparency of employee claim settlements.