Field Reference
Complete reference of all fields in the Reimbursement module.
This page provides a comprehensive reference of every field you will encounter in the Reimbursement module, including claim fields, status values, balance sheet fields, and category fields.
Reimbursement Claim Fields
| Field | Type | Description | Example |
|---|---|---|---|
| ID | Text | Unique identifier for the claim | rmb_abc123 |
| Employee | Text | Full name of the employee who submitted the claim | John Smith |
| Category | Text | The reimbursement category assigned to the claim | Medical |
| Amount (AED) | Number | The claimed reimbursement amount in AED | 500.00 |
| Date | Date | The date when the expense was incurred | 2025-01-15 |
| Description | Text | A brief explanation of the expense | "Doctor visit copay" |
| Status | Enum | The current approval status of the claim | Pending |
| Supporting Documents | File | Attached receipts, invoices, or proof of expense | receipt.pdf |
| Created At | Date | The date and time when the claim was submitted | 2025-01-16 |
| Approved By | Text | The name of the user who approved or rejected the claim | Admin User |
| Rejection Reason | Text | The reason provided when a claim is rejected (only applicable to rejected claims) | "Duplicate claim" |
Status Values
Reimbursement claims can have one of the following statuses:
| Status | Description |
|---|---|
| Pending | The claim has been submitted and is awaiting review by an approver |
| Approved | The claim has been reviewed and approved for payment |
| Rejected | The claim has been reviewed and rejected -- a rejection reason is provided |
| Paid | The approved amount has been paid out to the employee |
For a detailed explanation of how claims move between statuses, see Approval Workflow.
Balance Sheet Fields
| Field | Description |
|---|---|
| Employee Name | The full name of the employee |
| Total Claimed | The sum of all reimbursement claims submitted by this employee, regardless of approval status |
| Total Approved | The sum of all claims that have been approved |
| Total Paid | The total amount that has been paid out to the employee |
| Outstanding | The difference between Total Approved and Total Paid -- the amount still owed to the employee |
An outstanding balance greater than zero indicates the employee has approved claims that have not yet been paid out. Review the Balance Sheet regularly to ensure timely payments.
Category Fields
| Field | Type | Description |
|---|---|---|
| Name | Text | The name of the reimbursement category (e.g., Medical, Travel) |
| Description | Text | An optional description of what types of expenses belong in this category |
| Status | Enum | Whether the category is Active (available for new claims) or Inactive (hidden from selection) |
For details on creating and managing categories, see Managing Categories.
Amount and Currency
All monetary values in the Reimbursement module are displayed in AED (United Arab Emirates Dirham). Amounts are shown with two decimal places (e.g., 500.00).
Date Formats
Dates in the Reimbursement module follow the format used across the platform. The Date field on a claim refers to when the expense was incurred, while the Created At field records when the claim was submitted into the system.
When entering a claim, make sure the Date field reflects the actual date of the expense, not the date you are submitting the claim. Accurate dates are important for financial reporting and audit compliance.