Process an approved sheet

Processing records that your company has carried out its reimbursement process for a sheet, for example by passing it to payroll. It locks the sheet. It does not record that the employee has been paid.

Before you begin

You hold the Manager role.
The sheet is Approved. Draft, Submitted, Expired and already Processed sheets cannot be processed.

Process a sheet

Open Workflow and select the Processing tab (or Approved).

It lists the approved sheets with the employee, period and total.
Choose Process on the sheet.
In the Processing reference box, read the confirmation: “I confirm I am processing this approved sheet. This does not confirm the employee has received payment.”
Optionally enter a Reference, such as a payroll or batch reference. Blank means the sheet has none.
Confirm.

The status becomes Processed and the message “Saved.” appears. The sheet moves to the Processed tab. The sheet’s claims, distances and amounts are exactly as approved.

What happens afterwards

The sheet is locked. It cannot be edited or reopened, and nothing can be added later that undoes its distance or money.
The month’s total distance still carries into the next sheet, so the next month can now be submitted.
Processing is recorded in History with who did it, when, and any reference. If you process several sheets with the same reference, each gets its own record.
An empty approved sheet (nothing to claim) can be processed too, which locks it so later months can be submitted.

Common issues

“Only an approved sheet can be processed.”

The sheet is not Approved. It may still be waiting for its approver, or it was returned.

“A manager does that.”

You do not hold the Manager role. Ask an Administrator to grant it.