How to create an expense claim on the Tyms Book web application

Expense claims are formal procedures for employees or individuals to seek reimbursement for official-related expenses they personally paid. This process ensures proper accountability and repayment of out-of-pocket costs, promoting transparency and financial integrity within the organization.

Here is a brief guide on generating expense claims for your company on the Tyms Book web application.

Steps in generating expense claims on Tyms Book web application:

1. Begin by logging into your Tyms Book account https://mybook.tyms.africa/auth/login

2. Navigate to the “Purchases” page and select the “Expense claim” section.

3. Click on "Submit expense claim" and a form will be opened up to you.

4. Click on the “+” sign beside the vendor information to open up the option to add vendor.

5. Click on the “Add vendor” button and a form will be opened up to you to add the information of the vendor for the particular expense.

6. Enter the name of the vendor's business, including any relevant details such as the legal entity or brand name.

7. You MUST include the name of the person who represents the vendor's business or is the primary point of contact.

8. Please enter the email address of the vendor, as an official means of contacting the vendor.

9. Enter the vendor’s phone number as an additional means of communication. 

10. Click on “Save” and the vendor’s details will be saved to your expense claim.

11. Open up the items information section by clicking the "+" sign beside it.

12. Click on the “Add Item” button and a form will be opened up to you to add the details of the item in that claim.

13. You would be required to enter the "Item name", which is the name of the product you bought or service you were offered.

14. It is essential to choose the “Currency” in which the item's price will be recorded. You can only select from the list of currencies that your business currently operates with.

15. You MUST select the type of item you were offered by categorizing it into a physical (product) or intangible item (service).

16. You can also enter the “Item description” for detailed information about the product or service.

17. You can also enter the unit which is the measurement for the service you were offered. Example: For 6 litres of diesel - litres would be the unit.

18. You can enter the number of items you bought or services you were offered as "Quantity".

19. You can also enter the “Sales price” which is the price for that particular product or service.

20.  Click on “Save” and the details of the item will be saved to your expense claim.

21. Open the section for “Expense details” by clicking on "+"

22. You would also be required to select the date of the particular expense.

23. You would be asked to choose the “Currency” for this expense. This MUST be the same with the item currency.

24. You can choose to enter the “Expense category” as the category this expense falls into. Example: Cost of operations, salaries or any other form.

25. You can also enter a “Percentage Discount” if the cost of the item was sold at a lower price for any reason over a particular period of time.

26. You could also enter the “Percentage Tax” for the particular record. I.e 7.5 for 7.5 percent.

27. It’s optional to add a “Shipping fee” if there’s a cost of delivering the product.

28. Open up the section for “Payment information” by clicking on +

29. You can enter the amount you paid out of the total cost of the goods you bought or services rendered.

30. You would be asked to select the way the payment was made as “Payment type” - cash, transfer, or otherwise. This is optional.

31. If there is some balance to be made concerning the payment, you can also enter the due date for that payment.

32. You can also enter the “Expense and payment terms” as agreed during the transaction.

33. You can also leave a comment for any additional information you would like to add to the claim.

34. You can also open up the “Attach document” section to attach supporting documents.

35. Click on “Add evidence file” as proof of the expense or to validate the claim.

36. Click on “Browse” and select the document you want to upload.

37. You can also enter a caption as a message to identify or explain what the document is all about.

Click on “Submit for approval” and the expense claim will be forwarded to the necessary authority for approval.