Introduction
Not sure how to record staff reimbursements or out-of-pocket expenses in Bukku? Whether the expense has already been paid by an employee or needs to be claimed later, this guide will walk you through recording it properly using Expenses Claim.
Expenses claims are commonly used when staff or directors pay for business expenses first (such as petrol, meals, parking, or small purchases) and need to be reimbursed by the company.
To get started, go to Purchases > Bills > +New, then under Payment Mode, select Expenses Claim.
Use Expenses Claim when:
An employee or director pays for company expenses using personal funds
You need to record the expense and reimburse the claimant
You want proper tracking of reimbursements and supporting receipts
Creating an Expenses Claim
Step 1: Billing & Shipping
Payment Mode: Select Expenses Claim
Employee:
Select the employee or director who paid for the expense using personal funds and is requesting reimbursement.
If the person is not listed yet, click +Add Contact to create them.
Supplier:
Select the actual supplier or merchant where the expense was incurred
If the supplier is not in your contact list, click +Add Contact.
Tip:
Employee = Who is claiming the reimbursement
Supplier = Who the expense was paid to
Step 2: General Info
No.: Auto-generated based on your selected number format
Reference No.: Optional. Use this field to record receipt numbers, claim reference numbers, or the supplier’s invoice number, if applicable
Date: Defaults to today; adjust if needed
Currency: Defaults to MYR; change if applicable
Description: Optional. A short description of the expense (shown in reports)
Internal Note: Optional. For internal reference only
Tags: Optional. Useful for tracking by department, branch, project, or staff
Step 3: Items
Click +Item to add expense items.
For each item:
Select an existing expense item from the dropdown or click +Add Product to create a new one for future use.
If the expense is a one-off and not reused, may key in the details directly in the item description field instead of creating an item.
Then review and update the following:
Account – Select the appropriate expense account
Quantity and Unit Price
Discount (RM or %), if applicable
Tax, if applicable
The Amount will be auto-calculated based on Quantity and Unit Price.
Subtotal, Discount, Tax, and Total will be shown automatically at the bottom.
Step 4: Payment Terms (Reimbursement)
Expenses claims are typically treated as credit term, where reimbursement is made later.
Choose a Payment Term (default from Contact / Company Settings). The system will auto-set the Due Date — remove the term if you prefer to enter a reimbursement due date manually. Amount defaults to full if only one term. You can also add descriptions.
The system will track the outstanding amount until the claim is fully reimbursed.
Step 5: Additional Info
Remarks: Optional. Auto-filled if a default is set under Control Panel > Company Settings > Remarks.
Customs Form No., Customs K2 Form No. & Incoterms: Fill in only if this invoice involves international trade. These fields are used for customs and shipping documentation.
Step 6: Attachments
Attach supporting documents to the claim bill where applicable, including receipts, supplier invoices, and photos of bills.
Once you’ve reviewed all details, click Save to complete the expenses claim.
The claim will be recorded as a Credit Purchase and remain unpaid with the status Coming Due until the reimbursement payment (purchase payment) is recorded. It will also appear as an outstanding payable to the staff.
