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Version: Current

Troubleshooting: Cannot Add Expense to Claim

Problem​

When trying to add an expense to a claim (either by clicking Add to Claim on the expense or Add Expense within the claim), you encounter issues:

  1. The desired expense doesn't appear in the list of available expenses to add.
  2. You receive an error message when trying to add the selected expense.

Common Causes​

  1. Incorrect Expense Status: The most common cause. Expenses must be in the Ready to Claim status to be added to a claim. Expenses in other statuses (e.g., Scanning, User Review, Approval, Completed, or already Claimed) cannot be added.
  2. Expense Has Blocking Errors: The expense has Error level validation issues that haven't been resolved. See Understanding and Resolving Validation Errors.
  3. Employee Mismatch: You are trying to add an expense linked to Employee A to a claim created for Employee B. Claims can only contain expenses for a single employee.
  4. Claim Type Mismatch (Personal vs. Card Spend):
    • Trying to add a "Personal Spend" expense to a claim designated for "Corporate Card Spend" reconciliation.
    • Trying to add a "Corporate Card Spend" expense to a claim designated for "Personal Spend" reimbursement.
    • Trying to add Mileage expenses to a "Corporate Card Spend" claim (mileage is typically personal).
  5. Expense Already Claimed: The expense is already part of another existing claim (check the expense status).
  6. Permissions: You lack the necessary permissions to view the expense (EXPENSES:EXPENSE#VIEW) or update the claim (EXPENSES:CLAIM#UPDATE).

Troubleshooting Steps​

  1. Check Expense Status:
    • Navigate to the Expenses > Expenses submodule.
    • Find the expense you want to add. What is its current Status?
    • It must be Ready to Claim. If it's in User Review, open it, resolve any validation issues, and click Validate Expense. If it's already Claimed, it cannot be added again.
  2. Check Expense Validation: Open the expense. Are there any Error level validation issues displayed (red banners/icons)? Resolve these errors and click Validate Expense.
  3. Verify Employee:
    • Check the Employee field on the expense document.
    • Check the Employee field on the claim document header. Do they match?
  4. Verify Claim/Expense Type:
    • Check the expense document. Is it marked as "Personal Spend" or "Corporate Card Spend"?
    • Check the claim document. Is it intended for Reimbursement (Personal) or Reconciliation (Card)? Ensure they align. Mileage usually only goes on Personal/Reimbursement claims.
  5. Check Existing Claims: Search for the expense document number or details within existing claims to ensure it hasn't already been added elsewhere.
  6. Check Permissions (Admin Task): Verify you have the necessary #VIEW permissions for Expenses and #UPDATE permissions for Claims via your assigned User Groups.

Need Help?​

If you still cannot add an expense to a claim after checking these steps, contact Zudello support. Provide:

  • The Document UUID of the Expense you are trying to add.
  • The Document UUID of the Claim you are trying to add it to.
  • The current status of the Expense.
  • Any error messages received.