Managing & Paying Reimbursements

Reimbursements in Daai Business Suite are created automatically whenever you mark an expense as “Is Reimbursement?” (claims and approvals are handled manually, outside the system). Once those reimbursement records exist, you can track, manage, and pay them. This article explains how to handle reimbursements efficiently — tracking them in the Listing View and settling them through the Pay Reimbursements panel.

⭐ Important Points / Reminders

• Reimbursement claims and approvals are done manually, outside the system. Daai Business Suite only tracks and processes payments after approval.
• Reimbursement records are never created directly. They are always auto-created from Expenses marked as Is Reimbursement?
• Paid reimbursements are locked from duplicate payment.
• Editing reimbursement amounts after payment will not change the linked Petty Cash record.

💵 Tracking Reimbursements

• Go to Main Menu → Finance → Reimbursements → Listing View.
• You will see all reimbursement records with details such as:
  • User — Employee.
  • Expense Reference — linked Expense Number.
  • Net / Total — amounts payable.
  • Payment Status — Pending / Paid.
• Use search + filter chips (status, user, date range) to slice the list and focus on pending reimbursements.

💳 Payment Options

Reimbursements are settled using one of two Payment Modes — Cash or Digital. (The exact mode labels are driven by Settings → Dropdown Settings, so your tenant may show its own wording for the digital option.)

• Cash:
  • The system auto-creates a Petty Cash Expense record in the Petty Cash module.
  • Petty Cash balance is reduced by the reimbursement total.
  • The pay action is blocked if the available Petty Cash balance is lower than the total being paid.
  • If the reimbursement is later modified, the Petty Cash entry will not auto-adjust.
• Digital (any non-cash mode):
  • The reimbursement is marked Paid, but no Petty Cash record is created.

🛠 How to Pay Reimbursements

⭐ IMP Notes

• The system assumes you are reimbursing the full amount of selected records (no need to enter amounts manually — payment is amount-locked, no partial cash payments here).
• If Payment Mode = Cash, a Petty Cash Expense record is auto-created for the total.

📍 Screen: Finance → Reimbursements → click Add (top-right) to open the Pay Reimbursements panel. (The list’s top bar carries only Actions ▸ Export and Add — there is no separate “Pay” button, and rows open to a read-only view rather than a per-row pay action.)

Pay via the Pay Reimbursements panel

1. Click Add (top-right). The Pay Reimbursements panel opens.
2. Pick the Reimbursing to employee. The panel then lists all pending reimbursements for that user.
3. Select a single reimbursement, several, or all listed reimbursements for that user (bulk-pay in one transaction).
4. Fill the payment details:
   • Payment Mode — Cash or Digital. (required)
   • Payment Date — defaults to today; cannot be a future date. (required)
   • Voucher Number — optional reference.
   • Transaction ID — optional reference for digital payments.
   • Is Paid — tick to confirm the payment is being recorded. (required)
5. Click Pay Selected to confirm and save.

💡 To settle reimbursements for a different employee, run the panel again and choose that person under Reimbursing to — each pay action is scoped to one employee’s pending reimbursements.

💾 Behavior on Save

• Status flips to Paid for the selected reimbursements.
• Cash → Petty Cash debit row auto-created; balance decreases.
• Digital → no Petty Cash impact.
• Payment is amount-locked (full balance only — no partial cash payments here).

⛔ Don’t

• Don’t delete a Paid reimbursement — it carries a real cash trail.
• Don’t change the paid amount on the underlying Expense post-pay; Petty Cash won’t update.

✅ Summary

• Click Add (top-right) to open the Pay Reimbursements panel, then choose the employee under Reimbursing to.
• Always select which reimbursement(s) to pay — one, many, or all of that employee’s pending records.
• No manual entry of payment amounts — the system pays the full balance of selected records.
• If paid in cash, the system creates a Petty Cash Expense record for the total.
• The system ensures accurate reimbursement tracking without requiring duplicate entries.