1.     1. We enter monthly staff claim records through the Journal Entry module based on the hardcopy ‘Claim Detail Report (Individual)’ provided by the HR Department, which is generated from Infotech. There are no specific GL codes assigned to staff claims, as the claims are recorded according to their nature. Therefore, various GL codes may be involved.

Kindly refer to the attached sample of ‘Claim Detail Report (Individual)’.

For example, a department lunch will be charged to GL code 9000/S06-HQ, while a Touch N’Go (Toll) is 9000/T04-HQ. We are required to review the supporting documents attached to verify the nature of the expense. This is necessary because employees may incorrectly select the claim category during submission. Therefore, we need to confirm the actual nature of the expense before assigning the appropriate GL code.

1.      2. HR department will provide us with a monthly payroll breakdown, which is prepared based on the information extracted from Infotech. We use it as the source document to prepare our working report before posting to the journal entries module.

Kindly refer to the attached sample of ‘Monthly payroll breakdown by HR’.

Would it be possible to provide an Excel template that allows us to enter double entry and directly upload staff claims and payroll journal entries into Epicor? Alternatively, do you have any suggestions on how we can further improve the current process?

Please noted that account department does not have access right to the Infotech claim and payroll module.