Here’s a quick guide to understanding the different statuses of your expenses under the Manage Expenses tab. These statuses indicate where your expenses stand in the refund process, and you can easily update them as needed.

1. INCOMPLETE
The expense is missing essential information or mandatory documents, such as vendor details, invoice number, or amounts. Until the required information is provided, the refund process cannot proceed.

Tip: Use the Data Entry module or the Batch Edit function to complete missing details, especially for multiple invoices from the same vendor.

2. READY
All required fields are complete, and the expense is ready to be included in a claim. It will show up in the Claim Wizard when you're preparing to create a claim.
❌ Ready does not mean correct or accurate!

3. EXCLUDED
The expense has been excluded from the claim process, possibly due to ineligibility for a refund, non-compliant documentation, expired deadlines, or other reasons.
Note: Exclusion can be manual or automatic (e.g., expired VAT claim deadlines or non-deductible expense categories).

4. CLAIMED
The expense has been included in a VAT claim and has moved forward in the refund process.

5. CLAIMED TO VENDOR
In cases where a vendor incorrectly charged VAT, this status tracks the request to the vendor for a refund. Users can create and track these claims separately from tax administration claims.

6. QUERY
A question or issue has been raised by the tax authorities regarding the claim and has been logged by the user in the system. The expense and its claim are moved to Query status while the issue is being resolved.

7. REFUNDED
The expense has been successfully refunded after being claimed.

8. REJECTED
The expense refund request was denied, usually due to ineligibility or failure to meet refund requirements. No further action will be taken unless an appeal is filed.

9. APPEAL
An appeal has been filed after the expense was initially rejected or only partially refunded. This status indicates that the user is awaiting feedback from the tax authorities regarding the appeal.