Lumiya Expense Claim Management User Guide

First published on: 10/22/2025/2:28 pm

Introduction

Overview

Lumiya Expense Claim Management is a cloud-based expense management solution that lets you easily enter and submit expenses, so managers can review and approve them.

Logging in

Lumiya is accessible via a standard internet browser at the URL provided by your implementation consultant.

Enter your email as the username along with the password credentials provided, then click 'Sign in'.

If MFA is enabled, the authentication code will also be required.

Expenses Processing

Menu options

The screenshot below shows the typical functions available from the 'Expenses' expandable menu option on the left.

Your menu items will be determined by your profile setup.

Expense functions

You can implement the optional functions as detailed in the table below.

Access to these forms is controlled by the user’s role, which is controlled by Lumiya configuration in System Admin > Page Rights and company settings to determine the expense types.

Creating an expense claim

From the Expenses main menu, select 'Add Expense'. If your organisation is set up for multiple companies, you may create an expense form in one company only (i.e., the company set as your default for expense payments).

Submitting an expense

Use the expenses form to enter and submit reclaimable expenses.

Expense claims must be approved by the approvers in the workflow and cannot be self-approved.

After approval, the expense claim is automatically routed to the ERP solution for payment posting.

Specific expense forms, such as business entertainment and mileage, capture the data required for tax purposes within the business rules.

Note: Expense users can see only their own documents.

Note: Line managers can see all team members' claimed expenses.

Expense header information

To add an expense, enter the expense description in the header field. Your default group is auto-populated.

Claim dates policy: The current expense period is defaulted, but can be made editable. It's possible to restrict expenses entered into the document's date range and to restrict the age of expense claims to ensure they're made within a defined time period.

Expense lines

Press 'Add', then complete a line to capture the line detail and analysis.

Select from the available G/L accounts or non-stock items linked to the specific G/L accounts that have been set up as expenses in their group.

Receipts can be made mandatory and are accessible via the right-click menu option for the line or the attachment tab for the document.

The icon next to the row number, once added, shows the image.

Once the claim is complete, it is submitted for approval using the assigned expense reference number.

Note: 'Expense' groups may be different from 'Purchasing' groups (e.g., Project codes and dimensions may not be required for expense groups).

Mileage

Select the appropriate G/L accounts or Non-Stock Items assigned to the mileage account code (identified by a company setting) to claim for vehicle mileage and the line type will be updated to mileage.

On the mileage screen, you'll be prompted to select the vehicle rate, which will determine the mileage rate calculated and a C02 rate as well as the option to enter a line just for business/personal fuel card mileage.

The total value is calculated automatically from the travel distance, user vehicle type, mileage rates, and allowance rules specified.

In the example below, the user only claims for a fuel card, so the amount is calculated at zero. 

Note: Zero value lines are not updated to the ERP solution.

Business entertainment

If you enter a business entertainment expense claim, you'll see the business entertainment form when you select the business entertainment G/L accounts or non-stock items (identified by a company setting).

This form records details like attendees and whether the expense claimed is for employees, clients, or both, so the appropriate tax may be calculated based on the tax relief allowable.

Flights

If you enter a flight ticket claim based on G/L accounts or non-stock items (identified by a company setting), this form is specifically to record the CO2 emissions so they can be reported along with any CO2 mileage.

Company credit card upload

Bank file import

The facility allows users to import credit card files, which automatically create expense forms in draft format for Lumiya users to complete and submit.

Note: The bank statement will be imported into Lumiya in Excel format.

For each expense transaction, you need this information:

• Transaction date in
• Expense description
• Currency code
• Exchange conversion rate
• Transaction amount
• Credit card holder’s name
• Credit card account number

The credit card file fields supplied by the bank are mapped to corresponding fields in Lumiya, ready for file upload.

The credit card account reference is added to the user record, so related expenses in the bank import file will be routed to each applicable user for coding and submission.

Processing credit card claims

Users with a credit card expense ready for completion will receive a task alert on their dashboard.

The expense line will be red, indicating they must complete the coding and details before submission.

Here, users may upload a receipt manually or, as seen below, from credit card receipts.

Credit card expenses will be automatically posted into the ERP solution to the credit card control account defined during the initial configuration.

Capturing expense receipts

This function allows users to import single (line) or multiple (header) receipts that can later be coded to create expense submissions.

When they upload an expense receipt file, the system automatically generates a draft expense claim(s) in the 'Expense List' screen.

The uploaded expense receipt will be automatically attached to the line.

Draft expenses generated from Capture Expense Receipts appear as normal on the user home page and the expense list screen.

Once coded and updated with the expense information, they're submitted via the expense entry process.

Capturing credit card expense receipts via the mobile app

Users can use the mobile app to take a photo of a receipt and upload it to the system for processing against the corresponding credit card expense line.

They can also see and access/delete these receipts from the credit card receipts screen.

Company credit card users with receipts relating to credit card expenses:

• Select the 'Credit Card Expense' page
• Enter the date, expense description, and expense value
• Attach the photo
• Upload the record

The credit card bank file upload also checks for any receipts with matching user, date, and amounts and, if matched, automatically attaches them.

Once the credit card bank file has been uploaded to Lumiya, the credit card expense lines will be available to the user to manually match to the previously uploaded receipts.

The user will see expense lines imported from their credit card, ready to be matched with the receipts uploaded from the mobile app.

Right-clicking the line allows you to add an attachment manually.

The attachment will then be uploaded and displayed on the line, so the user can see any without receipts.

If the receipt option is selected on the attachment page, available credit card receipts that have already been uploaded and are not matched to another credit card statement are shown for selection.

A link to the receipt is then listed on the expense line.

SAP Expense Types

For SAP-specific business partners, when ‘Type of Business’ is set to Employee, the ‘Expense Type’ option is available.

This is a mandatory field and, when selected, defaults the code and the tax code fields from the expense type set up in SAP.

Approving an expense

Expenses cannot be self-approved.

Expenses are routed to the approver configured for a user’s workflow. The approver is alerted by email when they have an expense claim to approve.

(Note: Emails are sent only if you've enabled the email integration facility.)

The approver logs in to view items requiring approval, shown under 'My Tasks'.

The approver can approve or reject the expense. If it's approved, it's routed to the finance approver for the final approval step before posting to SAP Business One/ERP.

A finance approver can change the expense details, unless they are also the creator.

Approved cash expenses will be transferred to SAP Business One/ERP as an approved AP invoice.

If the expense is rejected, the approver must enter a reason, and the creator will be prompted to re-submit.

'My Expenses' summary

Each user can have access to a summary of all their expenses, filtered by date, and can see separate mileage claims using the filter options.

Expense list view

The list view presents summary details of each claim in list form with Smart Search and filter options.

You can choose an expense to drill down to the header and line details.

For each expense, you'll see these tabs:

• Details – Line details of the expense claim.
• History – Audit of the approval/rejection steps with date and time stamp; creator/approver.
• Comments – Notes relating to the approval process, such as rejection reasons.
• Attachments – Lists attachments, such as receipts, that may be selected and opened.
• Mileage – Summary of mileage-type expenses for the expense.
• Entertainment – Summary of the entertainment-type expenses for the expense.
• Flights – Summary of the flight-type expenses for this expense.

Expense reports

A standard set of expense reports can be made available to users based on page rights.