Add Claim

The Add Claim page allows users to create new expense claims from scratch. This page is accessed through a complete navigation flow from login to final claim creation.

Navigation

1. Login to DocView Web

   • Enter your email address and password on the login page
   • Click the Login button to access the system

2. Access Main Dashboard

   • After successful login, the DocView Web dashboard appears
   • This is the central hub for all document management activities

3. Open Sidebar Menu

   • Click the ☰ Sidebar Icon at the top-left corner of the dashboard
   • The navigation panel expands to show all available modules

4. Navigate to Scan Expense

   • From the sidebar menu, locate and click Scan Expense
   • This reveals three sub-menu options:
     • Claim Expense
     • Manage Expense
     • Pay Expense

5. Select Claim Expense

   • Click Claim Expense from the sub-menu
   • The system displays the main Claim Expense page with all your existing claims

6. Create New Claim

   • On the Claim Expense page, click the "+ Add Claim" button
   • The Add Claim page opens for creating a new expense claim

Form Fields

Title Section

• Title* - Mandatory field for naming your expense claim
  • Placeholder text: "Title*" indicates this is a required field
  • Double entry field for emphasis on importance
  • Used to identify and reference the claim throughout the approval process

Date Section

• Date - Date when the claim is being created
  • Pre-filled example: "1.01/10/2025"
  • Calendar picker interface for easy date selection
  • Defaults to current date but can be modified

Notice Section

• Notice - Important information or warnings about claim submission
  • Policy reminders and compliance requirements
  • Submission guidelines and approval process information
  • Company-specific expense policies and limits

Approval Routing Section

First Approver

• Selection Interface: [ ] [x]
  • Checkbox or selection mechanism for choosing the first approver
  • Dropdown or searchable list of available approvers
  • Required selection for claim submission

Second Approver

• Selection Interface: [ ] [x]
  • Optional secondary approver for larger amounts or specific categories
  • Additional approval layer for compliance requirements
  • Can be skipped for claims below certain thresholds

Account Person

• Selection Interface: [ ] [x]
  • Financial controller or accounting department contact
  • Responsible for final verification and payment processing
  • Required for all claim submissions

Form Features

Required Fields

• Asterisk (*) Indicator - Clearly marks mandatory fields
• Validation - Prevents submission until all required fields are completed
• Error Messages - Clear guidance for missing or invalid entries

Selection Interface

• Checkbox System - [ ] indicates unselected, [x] indicates selected
• Dropdown Menus - Search and select from available approvers
• Auto-suggest - Intelligent suggestions based on user history and claim type

Form Controls

• Save Draft - Save claim without submission for later completion
• Submit Claim - Final submission to start approval workflow
• Cancel - Discard claim and return to main page
• Clear Form - Reset all fields to default values

Approval Workflow Setup

Approver Hierarchy

1. First Approver - Initial review and approval
2. Second Approver - Secondary verification (if required)
3. Account Person - Financial processing and payment

Selection Criteria

• Department-based - Automatic approver suggestions based on user department
• Amount-based - Different approvers for different claim amounts
• Category-based - Specific approvers for different expense types
• Project-based - Approvers assigned to specific projects or clients

Date Selection

• Use actual expense dates rather than submission date
• Ensure dates fall within approved expense periods
• Consider company fiscal year and reporting periods
• Verify date accuracy before submission

Approver Selection

• Choose approvers familiar with the expense context
• Consider approver availability and response times
• Follow company approval matrix guidelines
• Verify approver authority for claim amount

Error Handling

Common Issues

• Missing Title - System prevents submission without title
• Invalid Date - Date validation for future or too past dates
• Approver Unavailable - Notifications for unavailable approvers
• Policy Violations - Warnings for claims exceeding limits

Validation Features

• Real-time Validation - Immediate feedback on field entries
• Policy Compliance Check - Automatic policy violation detection
• Approver Availability - Verification of selected approver availability
• Duplicate Detection - Alerts for potential duplicate claims

After completing the Add Claim form:

1. Click "Save" to save for later completion
2. Click "Submit" to start the approval workflow
3. System redirects to the Claim Expense page
4. New claim appears in the list with "Draft" or "Submitted" status
5. Notification sent to selected approvers for action

Important: Ensure all information is accurate before submission as changes may be restricted once the claim enters the approval workflow. Always retain supporting documents and receipts for audit purposes.