Finance Processors

Overview — Finance's Role
The finance team owns the second half of a claim’s journey. This guide covers the three finance responsibilities. The settings that drive the whole module live in the Administration guide.
Finance’s three stages
Finance Review — validate the receipts and amounts, and assign the accounting (GL) codes.
Finance Approval — a senior approver gives the final sign‑off, which posts the cost to the project.
Processing Payment — batch approved claims and export them for the data transfer to Dynamics 365 Business Central, report for ADP payroll run, then mark them Paid.
ℹ️ Good to know: Each finance stage is assigned to a fixed staff member in the settings (the COG Staff on the status), so claims always land with the right person automatically. Being that assigned person is enough to act — you don’t also need the finance permissions. Finance roles (
finance‑staff, 
finance‑admin) grant the same access more broadly.
Finance Review & Approval
At Finance Review you confirm the claim is correct and code it for the general ledger. Open the claim from your Awaiting Approval queue.
Finance Details
At the top, set the two claim‑wide fields:
Posting Date — the date the cost posts to the ledger. It becomes the posting date on the project expenditure records and on the Dynamics export, so set it deliberately.
Reimbursement — how this person is paid: Payroll (via ADP) or Vendor. For Vendor, search and select the company; leave the vendor empty to pay through the default Accounts Payable account.
ℹ️ Good to know: Reimbursement is stored on the person, not the single claim — it’s their default (from the Expense Users admin table). Changing it here updates that default.
Coding each line
Every line item has a Finance Review panel. For each one:
Set the GLA (general ledger account). COMS pre‑fills a default from the expense type — change it if this particular purchase belongs elsewhere (i.e. prepaid).
Set the HST GLA on any line that carries GST/HST.
Adjust the finance amounts if they differ from the submitter’s. They start pre‑filled with the submitter’s figures (in CAD), so you adjust rather than retype. Sub Total + GST/HST must equal the Total.
Add an optional reviewer note, then click Save on the line.
Finance Review — Finance Details plus a per‑line coding panel for every item.
Before you can approve
The Approve button stays disabled until all of the following are true — the panel spells out whatever is still missing:
The Posting Date is set.
The person has a Reimbursement method.
Every line has a GLA.
Every line that has GST/HST also has an HST GLA.
ℹ️ Good to know: Finance works entirely in Canadian dollars. You don’t re‑enter exchange rates — for a foreign‑currency receipt the CAD conversion the submitter’s rate produced is what you review and adjust; the original amount and rate are shown for reference only. 
💡 Pro Tip: Download a finance PDF of the claim from the actions menu. Unlike the standard claimant PDF it’s landscape and adds the posting date, pay period, payroll‑linked flag, the GL codes, and both the submitter and finance‑adjusted amounts side by side.
Finance Approval
The Finance Approval stage uses the same screen, viewed by a senior approver who checks the finance‑validated figures and approves. This is the final sign‑off, and it does two things at once:
Posts the cost to the project — one expenditure record per line item (using the finance sub‑total, the GLA, the work package, and the posting date).
Moves the claim to Processing Payment and emails the submitter that it’s on its way to payroll.
Processing Payment
The Payment Processing page (Expenses → Payment Processing) is where finance‑approved claims can be batched for data transfer to Dynamics 365 Business Central, export reports for payroll, vendor (BrainHunter), and mark the claims as Paid.
The Payment Processing page — filter, select, export and complete.
Finding claims
Only claims whose status is flagged for the payment queue appear here — in practice, those in Processing Payment and Paid. Use the Filters panel to narrow by title, date, Processing From/To, Paid From/To, status, or reimbursement method. Handy toggleable columns:
Processing Date / Paid Date — when the claim entered processing and when it was marked paid.
Sent for Payroll and Ready for Payment — shown while a claim is in Processing Payment.
Reimbursement — Payroll or Vendor.
Exporting
Tick the claims you want, then use Export Selected:
The Export Selected menu.
Export
What it gives you
Export Summary
A spreadsheet with one row per claim (code, submitter, status, reimbursement, total…).
Export Details
A spreadsheet with one row per line item, including currency, exchange rate, work package, and both submitter and finance amounts.
Export Finance PDFs
A zip containing the finance PDF for each selected claim.
Dynamics Export
The GL / payroll import file — the batch formatted for Dynamics (a header row per claim plus a GL line per amount).
⚠️ Heads up: A Dynamics Export will refuse to run if a claim isn’t ready, and it tells you exactly why — e.g. no posting date, the submitter has no reimbursement method, no BMS / employee number, no ADP number (for Payroll), the vendor has no vendor code (for Vendor), or a line is missing its GLA. Fix these before exporting.
Completing processing
When a batch has been paid, select those claims and click Complete Processing. In the dialog:
Target Status — a Completed‑kind status (Paid).
Entry Date — the date they were paid; it defaults to today and becomes the claim’s Paid Date.
Note — optional.
The Complete Processing dialog — target status, entry date and note.
Every selected claim must currently be in Processing Payment.
Completing sets the paid date, flags Payroll claims as sent to payroll, and emails the submitter (and the finance approver who signed off) that it’s done.
ℹ️ Good to know: Claims that are already Paid can’t be selected again — the button is disabled if any selected row is already paid, so deselect those before completing a batch.