Find the answer.
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Where to start

• Open Manage → More → Expense administration.

What to do

1. 01

   On Android, use Policies to add or edit a category. Check its claim type, currency, receipt requirement, limit, mileage rate where applicable, effective dates and approval route.

2. 02

   Choose an active additional approver with portal access when the route needs one. Choose Review policy, read the effects and confirm only the authorised change. Submitted claims retain their policy snapshot; future claims use the effective policy.

3. 03

   In Reimbursement runs, create a run with the period, currency and optional payment date. Review run before confirming: it includes fully approved, unbatched claims in that range and currency.

4. 04

   Open the draft’s Snapshot lines and Approval evidence. Reconcile approved claims if needed, then use Lock reviewed run with a review note of at least 10 characters. Locking fixes the reviewed claims and totals.

5. 05

   Choose Create retained export for a locked run, then download the retained export version. This creates an immutable export; sending a draft to Xero is a separate action requiring a connection and completed account/contact mapping.

6. 06

   Only after checking the real payment against the retained export, use Record payment with a reference of at least 5 characters. Review and Confirm action records payment; it does not transfer money.

7. 07

   Check Run history and the resulting status. Where offered, Cancel run requires a reason of at least 10 characters and restores locked claims to approved for a future run.

If you need help

Check currency, dates, final claim approval and existing run history if claims are missing. If a run changed while open or an action could not be verified, refresh its saved state before retrying. Do not bypass a genuine duplicate warning.