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, including payments from both the Pay button and the Listing View.

⭐ 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 can be settled using Cash, Bank Transfer, UPI, Cheque, or other payment modes.

• Cash:
  • The system auto-creates a Petty Cash Expense record in the Petty Cash module.
  • Petty Cash balance is reduced by the reimbursement total.
  • If the reimbursement is later modified, the Petty Cash entry will not auto-adjust.
• Other modes (Bank Transfer, UPI, Cheque):
  • 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.

Option 1: Using the Pay Button (Top-Right) — Bulk

1. Click Pay.
2. A popup appears asking you to select the Employee / User.
3. Once selected, the system lists all available reimbursements for that user.
4. Select a single reimbursement, multiple reimbursements, or all listed reimbursements for that user (bulk-pay in one transaction).
5. Choose Payment Mode (Cash / Bank / UPI / Cheque).
6. Click Pay Selected to confirm and save the payment.

Option 2: From the Listing View — Pay Button (Row Action)

1. In the Listing View, locate the reimbursement record.
2. Click the Pay button for that row.
3. The same payment form opens, but with the Employee / User already preselected (based on the row you clicked).
4. You can pay only the clicked reimbursement, or select additional reimbursements for the same user in one go.
5. Choose Payment Mode → click Pay Selected to confirm and save.

💾 Behavior on Save

• Status flips to Paid for the selected reimbursements.
• Cash → Petty Cash debit row auto-created; balance decreases.
• Other modes → 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

• Use the Pay button (manual employee selection) or Listing View → Pay button (auto-preselected employee).
• Always select which reimbursement(s) to pay — one, many, or all.
• 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.