How to Use the Expenses (Not Reimbursed) Window in iDempiere

The Expenses (Not Reimbursed) window in iDempiere lists processed employee expense report lines that have not yet been linked to a purchase invoice.

Process Flow

Business Rules

• Only processed expense report lines with a non-zero converted amount are listed.
• Lines already linked to a purchase invoice line are excluded from the list.
• Records are filtered by the Employee.

Prerequisites

• Business Partner record configured with the Employee or Vendor checkbox enabled.
• Expense Type or Product configured for expense claim categories.
• Expense Report created, submitted, and processed (Processed = Y).
• Organization (Store) assigned correctly on each expense report line.
• Currency and conversion rate configured for the expense date.

Navigation

Menu → Partner Relation → Services → Expenses (Not Reimbursed)

Configuration Steps

Open the Business Partner record, tick the Employee checkbox, and confirm Vendor is left unticked unless the same partner also supplies goods.

Field	Sample Value	Description
Search Key	SR017	Unique identifier for the employee record
Name	Ganesh Prabhu	Employee display name
Employee	Checked	Marks the partner as eligible to submit expenses
Vendor	Unchecked	Not used for reimbursement-only staff
Open Balance	0.00	Outstanding amount owed to the employee

Step 2: Record and Process the Expense Report Line

Enter Expense Date, Product, Quantity, and Expense Amount on the report line, then process the parent Expense Report to set Processed = Y.

Field	Sample Value	Description
Expense Report	1000001_Ganesh Prabhu_07/20/2026	Parent document for the claim
Line No	10	Sequence of the line in the report
Expense Date	07/20/2026	Date the expense was incurred
Product	BRI-GDBC-200_Britannia Good Day Butter Cookies — 200g	Item purchased for store use
Quantity	1	Units purchased
Expense Amount	200.00	Claimed amount before reimbursement
Currency	INR	Transaction currency
Converted Amount	200.00	Amount converted to store currency
Processed	Checked	Confirms the line is finalized and visible in this window

Step 3: Review Unreimbursed Lines by Business Partner

Search for the Employee or Vendor, open the Report Line tab, and review each line’s Expense Amount, Quantity Reimbursed, and Price Reimbursed.

Field	Sample Value	Purpose
Organization	Chennai Store	Store where the expense originated
Business Partner	ALPHA RETAIL SOLUTIONS	Partner linked to the report line
Quantity Reimbursed	0	Units already paid back to the claimant
Price Reimbursed	0.00	Amount already paid back per unit
Invoiced	Checked	Indicates whether an invoice has referenced the line

Common Issues and Resolutions

Issue	Cause	Resolution
Expense line missing from the window	Expense Report not processed	Complete and process the Expense Report
Line still appears after invoicing	Invoice not generated from the expense line	Regenerate the invoice from the expense report instead of entering it manually
Converted Amount shows as zero	Missing currency conversion rate	Configure the Currency Conversion Rate for the expense date

Next Steps

• Configure the Invoice (Vendor) window to reimburse the employee.
• Set up the Expense Type window for standard retail expense categories.
• Review the Business Partner window to confirm Open Balance accuracy.