Record an employee reimbursement payment
Employee-paid expenses can record one or more reimbursement payments after posting. The action creates an IN_PROCESS payment and immediately updates the expense's recorded-paid counter. It is not a bank instruction or proof of settlement.
Eligibility and fields
The expense must be EMPLOYEE Paid By, POSTED or PARTIALLY_PAID, with Amount Due greater than zero and an existing journal relationship. You need payment-create authority plus the reads required to reach the form.
| Field | Current behaviour |
|---|---|
| Amount being paid now | Defaults to latest Amount Due; positive and no greater than due |
| Recipient | Backend uses expense's User reference |
| Method/date/currency | Backend copies expense method/date/currency |
| Base/rate | Current flow uses GBP and 1 |
| Business unit | Current browser supplies ID 1; not replaced by employee payment service |
Review the unit limitation before live use. There is no method/date/account selection in this small dialog to correct it.
Procedure
- Open the posted employee expense and linked journal.
- Choose PAY or the payment-count link to open Expense Payments.
- Inspect total, Amount Paid, Amount Due and existing payment rows.
- Choose Record Payment.
- Check the freshly loaded remaining balance and enter the actual approved amount to record now.
- Choose the dialog's create action once, wait, and reload.
- Verify the new payment number, IN_PROCESS state and changed counters.
- Handle validation and actual settlement under the authorised separate procedure.
Recovery
An amount over due is rejected; reload rather than splitting or repeating blindly. The dialog defaults the remainder, so reduce it deliberately for an approved partial record. Company-paid expenses cannot use this service.
If a unit error occurs, do not grant unit 1 as an improvised fix. If response is lost, inspect newest payment rows and counters before another create: there is no documented idempotency key or original-intent replay. Concurrent users can also act on an old due figure; the source does not provide a complete safe concurrent-disbursement guarantee.
Cancelling/resetting the created payment does not automatically restore due. Read Partial payments, Payment actions and Known limits.