Everyday work
Reimbursement batches
Finance gathers approved claims into one batch, checks that it adds up, downloads the files for the bookkeeper and the bank, pays from the bank, and records the payment.
Make a batch
- Open Batches. Approved claims wait under Approved and ready.
- Tick the claims to pay together and choose Create batch. The button shows the total.
- Check the reconciled line: the accounting lines and the reimbursements each add up to the batch total.
A draft batch can still change: Take out removes a claim and returns it to the approved list.
Review it
Someone other than the claimant reviews the batch: tick I checked the reimbursements, accounting lines and exceptions add up to the total and choose Approve batch. If the batch changed after you checked its total, Coaster asks you to review it again. Someone in finance whose own claim is in the batch cannot review it.
An exact expense is reimbursed once. If the same receipt, or the same expense with no receipt, is in another batch already, Coaster refuses to batch it again and says which claim and batch hold it.
Download and pay
| File | One line per |
|---|---|
| Accounting CSV | category split, with account and tax codes, cost centre, receipt fingerprint, exceptions, explanation and approver |
| Reimbursements CSV | person, with their total |
Both add up to the batch total. Give the accounting file to your bookkeeper and pay the reimbursements file from your bank.
Record the payment
Coaster does not move money. After paying, enter the Payment reference and Paid on date and choose Record payment. The batch shows Paid with its reference and date, and every claim in it shows Reimbursed.