Recording Refund Expenses
Relevant to the 
Submitter role.
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1 - This option is only available in the Essentials and Plus editions. 2 - This option is only available in the Plus edition. |
When to use Refund Expenses |
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If a staff member needs to cancel and/or pay back an expense they previously submitted and it has been fully processed by Zetadocs, then they may need to submit a refund expense. An example would be a train ticket which was purchased by a staff member using their personal bank card, who submitted an expense and was reimbursed, but the ticket was subsequently cancelled and the staff member is given a refund. In this instance, a refund expense will need to be submitted so that the staff member can pay back the amount which they were previously reimbursed. |
1.Sign in to the Zetadocs Expenses app on your mobile device, or Zetadocs Expenses website using your Microsoft or Zetadocs account details.
2.Choose the 
tile (top right).
3.Choose 
Action Menu, then choose New Refund.
4.Enter the Date of the refund with a meaningful Description.
5.Proceed by filling in all the remaining details - these should all match the details of the original expense that is to be refunded.
6.Choose the Save to save the Refund Expense (it will show in your draft expenses with a negative value).
You can now add this Refund Expense to a new Expense Report and submit for approval.
Refund expenses can be added to an Expense Report alongside other types of expenses. If the total amount on an Expense Report has a negative amount (i.e. the staff member needs to repay the company an amount), it will be exported to the finance system as a new journal line with a negative amount or to a Purchase Credit Memo (depending on the User's {Export Type} Setting). Zetadocs Expenses does not handle the actual reimbursement of expenses, so company policy will determine whether a staff member actually needs to repay an amount or a deduction is made from future reimbursable expenses to reclaim the amount. |
