Reimbursement Configuration

This chapter explains how to configure reimbursement forms. A reimbursement form defines what employees can claim, what information they must provide, how the document number is generated, and who needs to approve the request.

Use this chapter after you have completed the initial setup in the previous chapter. Positions, users, roles, expense categories, and custom fields should already be prepared before you configure approval rules.

In this chapter, keep these two terms separate:

• Expense Category is the master data used in reimbursement detail rows.
• Reimbursement Form is the form being configured on this page.

When To Use Reimbursement Forms

Create separate reimbursement forms when different claim types need different rules, fields, numbering, or instructions.

Common examples:

Form	Typical Use
General Claim	Daily operational expenses such as meals, parking, or office supplies.
Travel Claim	Business trip expenses that require receipts, invoice attachments, or trip details.
Medical Claim	Medical reimbursements that may need specific supporting documents.
Project Claim	Project-related expenses that need a project code or client name.

A form can be active or inactive. Active forms appear when employees create reimbursements. Inactive forms are kept for history or future use, but employees cannot use them for new submissions.

Form Priority In The Create Menu

The reimbursement form list has a Priority column.

Form priority controls the display order of forms in the employee's Create Reimbursement menu.

Priority Behavior	Meaning
Smaller number	Appears higher in the create reimbursement menu.
Larger number	Appears lower in the create reimbursement menu.
Inactive form	Does not appear for new submissions, even if it has a priority number.

Use the up and down arrows in the priority column to reorder forms. Click Save Priority after changing the order.

Recommended practice:

1. Put the most commonly used forms near the top.
2. Put specialized forms lower in the list.
3. Deactivate old forms instead of relying on a low priority to hide them.

Open A Reimbursement Form

1. Open Configuration > Reimbursement Forms.
2. Choose the form you want to configure.
3. Click the Edit icon.

The form configuration page has three tabs:

Tab	Purpose
Reimbursement Forms	Basic form settings, access rights, behavior flags, and document numbering.
Approval Rules	Rules that decide who approves reimbursements submitted through this form.
Instructions	Guidance text shown to employees before they submit the form.

1. General Form Settings

Open the Reimbursement Forms tab.

This tab controls the identity and behavior of the form.

Setting	What It Does
Name	The form name shown to employees. Use a clear name such as General Claim or Travel Claim.
Description	A short explanation that helps employees choose the correct form.
Custom Fields	Extra fields from the custom field library that should appear on this form.
Shown in Access Rights	Roles that are allowed to see and use this form.
Icon	The icon shown in the create reimbursement menu.
Active / Inactive	Whether this form can be used for new reimbursement submissions.

Access Rights

Use Shown in Access Rights to control which roles can submit this form.

Examples:

Requirement	Suggested Setup
All employees may use the form.	Include the employee roles that should create reimbursements.
Only finance may use the form.	Include finance roles only.
A form is no longer used.	Set the form to inactive instead of removing role access one by one.

If an employee cannot see a form in the create reimbursement menu, check both of these items:

1. The form must be active.
2. The employee's role must be included in the form access rights.

Form Behavior Flags

Behavior flags control how the form behaves when an employee creates a reimbursement.

Flag	Meaning
Readonly Position	The system uses the employee's current position and prevents manual changes. This keeps approval routing consistent.
Readonly Date	The system uses the current date and prevents manual date changes. This is useful when backdated claims are not allowed.
Main Reimburse Attachment Required	The employee must upload at least one main attachment before submitting, such as a receipt or invoice.

Recommended setup:

1. Keep Readonly Position enabled when your approval rules use Supervisor or PIC Top Position.
2. Enable Main Reimburse Attachment Required for forms that always require receipts.
3. Use Readonly Date only when employees should not choose a transaction date manually.

2. Document Numbering

Document numbering controls the reimbursement number generated for each submission through this form.

Setting	Purpose
Document Prefix	Text or variables added before the running number.
Document Suffix	Text or variables added after the running number.
Next Number	The next running number that will be used.
Length of Number	The total digits in the running number. For example, length 5 creates 00001.
Reset Number Every	Defines whether the running number continues, resets monthly, or resets yearly.
Document Number Preview	Shows an example of the generated number before you save.

You can insert dynamic date variables into the prefix or suffix:

Variable	Meaning	Example
{year4}	Current year in 4 digits.	2026
{year2}	Current year in 2 digits.	26
{month}	Current month in 2 digits.	04

Example configuration:

Setting	Value
Document Prefix	GC-{year2}{month}-
Length of Number	5
Document Suffix	empty
Reset Number Every	Month

Example generated number:

GC-2604-00001

Recommended practice:

1. Use a short prefix that represents the form, such as GC- for General Claim or TRV- for Travel Claim.
2. Include {year2}{month} when the finance team wants numbers grouped by period.
3. Check the preview before saving.
4. Avoid changing numbering after the form has been used unless the finance team has approved the change.

3. Instructions

Open the Instructions tab.

Instructions are shown to employees before they submit the reimbursement. Use this area for short, practical guidance.

Examples:

Use Case	Example Instruction
Receipt requirement	Attach a valid receipt and make sure the amount is readable.
Business purpose	Explain the business purpose before submitting.
Travel claim	Attach hotel invoices, transportation receipts, and trip approval if required.
Deadline	Submit claims before the monthly closing date.

How to enable instructions:

1. Open the Instructions tab.
2. Enable Show Reimbursement Procedure Instructions.
3. Write the instruction text in the editor.
4. Click Save.

Keep instructions short. Long policy documents are better stored outside the form and linked from the instruction text.

When instructions are enabled, employees will see an instruction icon next to the form name on the Create Reimbursement page. Clicking the icon opens the instruction content before they submit the reimbursement. See Reimbursement User Guide for the employee view.

4. Approval Rules

Open the Approval Rules tab.

Approval rules define who must approve reimbursements submitted through this form. Each rule has two parts:

Part	Meaning
IF	The condition that decides when the rule applies.
THEN	The list of approvers who must approve the reimbursement.

Click Add to create a new rule.

IF Conditions

A rule can apply to all reimbursements or only to reimbursements that match specific conditions.

Common condition examples:

Condition	Example
Total Amount	Apply only when the total amount is greater than Rp 1.000.000.
Custom Field	Apply only when Project Type is Internal.
Position	Apply only when the submitter is in a selected position branch.

How to add a condition:

1. Click the + button in the IF area.
2. Select the condition type, such as Amount, Position, Description, or a custom field.
3. Select the operator, such as minimum, maximum, equal, contains, or in.
4. Fill in the value when the selected condition requires one.
5. Add another condition only when the rule needs more than one requirement.

If no condition is added, the rule applies to all reimbursements in this form.

If multiple conditions are added to the same rule, all conditions must be met before the rule is used. In other words, conditions inside one rule use AND logic.

THEN Approvers

Approvers are evaluated in order. The first approver must approve before the next approver receives the document.

Approver Type	How It Works
Supervisor	Uses the PIC of the position directly above the submitter's position.
PIC Top Position	Uses the PIC assigned to the highest-level position in the submitter's position branch.
User	Uses a specific named user, regardless of the submitter's position.

Before using Supervisor or PIC Top Position, make sure Master Data > Position has the correct hierarchy and PIC assignments.

5. Example Approval Scenario

This example uses two rules for a General Claim form.

Business policy:

Claim Amount	Approval Flow
Up to Rp 1.000.000	Supervisor approval.
Above Rp 1.000.000	Supervisor approval, then Finance Manager approval.

Recommended rule order:

Priority	Rule	IF	THEN
1	High Amount Claim	Total Amount greater than Rp 1.000.000	Supervisor, then Finance Manager.
2	Standard Claim	No condition, applies to all other reimbursements	Supervisor.

The high amount rule must be above the standard rule. The system checks rules by priority order and uses the first matching rule.

How the example works:

Submitted Claim	Result
Rp 750.000	The high amount rule does not match. The standard rule is used.
Rp 1.500.000	The high amount rule matches. Supervisor and Finance Manager must approve.

6. Rule Priority

Priority inside the Approval Rules tab controls which approval rule is evaluated first for this form. This is different from form priority in the reimbursement form list.

Important behavior:

1. The system checks rules from top to bottom.
2. Only the first matching rule is used.
3. After a rule matches, the system does not continue to the next rule.
4. If no active rule matches, the reimbursement does not require approval and moves forward as approved.

Use priority carefully. Put the most specific rule first and the general fallback rule last.

Common setup pattern:

Priority	Rule Type
Top	Specific rules, such as high amount or special project rules.
Middle	Position or custom field rules.
Bottom	General fallback rule for all remaining reimbursements.

Example:

Rule Order	Condition	What Happens
1	Amount greater than Rp 1.000.000	Used only for high amount reimbursements. If it matches, lower rules are ignored.
2	No condition	Used as the fallback for all reimbursements that did not match rule 1.

If you remove the fallback rule and a reimbursement does not match any other rule, the document will not wait for approval. Use this only when that behavior is intentional.

7. Active, Inactive, And Delete Behavior

A reimbursement form can be active or inactive.

Status	Behavior
Active	Employees with access can use the form for new reimbursements.
Inactive	The form is hidden from new submissions but remains available for historical documents.

Use inactive status when a form should no longer be used but already has reimbursement history.

Delete is only appropriate when the form has not been used and has no blocking configuration. If a form already has reimbursement documents or approval rules, deactivate it instead of deleting it.

8. Recommended Checklist

Before employees start using a reimbursement form, check the following:

1. The form name and description are clear.
2. The form is active.
3. The correct roles are selected in access rights.
4. Required custom fields are attached to the form.
5. Attachment requirement matches company policy.
6. Document numbering preview is correct.
7. Instructions are enabled if employees need guidance.
8. Approval rules have a clear fallback rule.
9. Supervisor or PIC-based rules have valid position PIC assignments.
10. A sample reimbursement has been submitted and routed to the expected approver.

Common Problems

Problem	What To Check
Employees cannot see the form.	Check whether the form is active and whether the employee's role is included in access rights.
A required field does not appear.	Check whether the custom field is active and attached to the form.
The reimbursement number is wrong.	Check prefix, suffix, next number, number length, and reset setting.
Approval goes to the wrong person.	Check the employee's position, position PIC assignments, and approval rule order.
No approval rule is selected.	Add a fallback rule with no conditions so every reimbursement has an approval path.
The form cannot be deleted.	The form may already be used by reimbursements or approval rules. Deactivate it instead.