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Approving claims

Each claim will progress through an approval workflow based on the workflow groups configured in Claims, ensuring that approval processes are followed and completed for each claim.

Once a claim has been calculated, calculation evidence files will be automatically generated containing the underlying transactions that make up the total value of the claim per agreement, reducing claim disputes and providing a smoother approval process.

This article will guide you through:

  1. How to view claims requiring approval
  2. How to review a claim before approving
  3. How to approve a claim
  4. How to query a claim

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How to view claims requiring approval

To view claims requiring approval:

Step 1: Within the Claims app, click on Claims in the green banner at the top of the page.

Step 2: Click on Listing in the drop-down menu.

Step 3: Click on the Status filter and select Open.

Step 4: Click the Search button. The listing will now display open claims which are awaiting approval.

Note: Claims displayed in the listing depend on the permissions set for a user, so claims will only be displayed for the suppliers you have been given access to within your user permission group.

Step 5: To view details of a claim, click on the individual name of the claim to display the manage claim page.

Claims listing: Filtering by Open status

How to review a claim before approving

The Manage claim page contains all information related to the claim for you to review before approving. The sections to review are:

  • Agreements: A tile is displayed for each agreement related to the claim, including the agreement ID and dates. If ERP columns and/or tax codes have been configured for your claims, click on the agreement name to input these for the specific claim. Note: Only one tax code can be selected per agreement.
  • Files: A Claim Calculation Evidence file per agreement has been automatically generated, containing the underlying transactions that make up the total value of the claim. Your team may also have uploaded additional files related to the claim. Click on a file to download and review.
  • Log: View the history of activity for the claim, including when the workflow has progressed, if queries have been raised and resolved, when users have uploaded additional files to the claim, and more.
  • Comments: Click on the tab to review comments added by other users who have access to the claim.
  • Workflow groups: Click on a workflow group at the bottom of the page if you wish to view the users in the group. A checkmark will be displayed against the user who approved the claim within the group.
Manage claim page: Awaiting approval

How to approve a claim

If you are happy with the claim once you have reviewed the claim details above, click the Approve button at the bottom of the page.

The claim will then automatically progress to the next group in the workflow, or move to Ready to post status if the claim has been approved by all workflow groups.

How to query a claim

If you have reviewed the claim details above and do not wish to approve the claim, you can raise a query. A query will stop the workflow and can be resolved by a user within the first workflow group (i.e. the group who drafted the claim), or a claims admin user.

To query a claim:

Step 1: Within the claim awaiting your approval, click the Query button at the bottom of the page.

Step 2: Type a comment in the box to explain your query.

Step 3: Click the send arrow for the comment to be added.

A member of the first step in the workflow will now be required to review your query.

Raising a query on a claim

What’s next?

Ready to learn more about managing claims? Learn how to prioritize actions via the claims dashboard here.

Interested in viewing more of your claims? Learn how to filter claims via the listing here.

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