How To Create And Submit An Expense Claim

Step-by-step guide

Step 1: ‘Travel & Expenses’

1. Go into Coupa and click on ‘Travel & Expenses’.

2. You have 2 options to choose from, which are self-explanatory. One relates to business trips you have been on, and the other is for everything else, such as unite funds, professional qualifications etc. Choose the relevant one.

3. The only difference is that for the ‘Trip Based’ report, you will need to add in your departure date and return date. Put in the details and click done, and it will take you to the main section of the report. 

4. The first step is to add your VAT receipt/invoice by clicking on Upload Receipts.

Step 2: Expense Categories

5. Next step is to choose an expense category that the expense relates to, such as Taxi, unite fund or meals etc.

6. Then, click on the dd/mm/yyyy box to fill out the expense date, which is the date shown invoice/receipt (this is also the date you received the invoice/receipt).

7. Fill out the total and select the correct currency. The total is the value of the receipt/invoice.

8. Add a description of the expense

9. Add the Vendor name

10. Account Section you can leave this alone as the details will auto-populate for you based on the spend category you selected.

Step 3: Attendees

11. Certain expense categories will require you to add ‘Attendees’. The ‘Attendee’ section will only show up when you select these certain spend categories. 

12. Other expense categories will not have the ‘Attendee’ section.

13. To add an attendee, click on the + icon

14. Search for the name of the person and click on the magnifying glass.

15. Click on the human icon of the person's name.

16. The name will now be on the ‘Attendee’ list

17. Click done once you have added all the people involved

18. CKO Location is the location where the expense took place.

Click on the arrow for the dropdown of locations to select.

19. Click Save

20. You can add more expense lines by clicking on Add Expense Line. You will have to follow steps 4-18 again for each invoice/receipt.

21. Once you are done filling out the report, click on Submit For Approval

22. The report will then go to the people in the approval chain for approval. You can hover above the names to check what time they have approved it (if they have approved it).