Capture a new Beleg and its header fields
This article shows you how to capture a new Beleg (receipt/expense document) as a draft and explains every header field you can set. Creating and editing Belege requires the belege:transition permission, held by FleetManager and SystemAdmin.
Before you start
A Beleg can only be created when your tenant has an active Belege configuration baseline. If none is published, the create action returns CONFIGURATION_BASELINE_NOT_AVAILABLE and no Beleg is saved. Ask a SystemAdmin to activate a configuration version first.
Create the draft
- Open the Belege module and start a new Beleg (intake form).
- Fill in the header fields described below.
- Optionally add line items now, or save the draft and add them later.
- Save. The Beleg is created in Draft status and recorded against the current configuration version for traceability.
Note: On creation, line items are optional. You can save a header-only draft and return to it. When you later update the draft, at least one line item becomes required.
Header fields
| Field | Required | Notes |
|---|---|---|
| Beleg type | Yes | The kind of expense, for example fuel, toll, or maintenance. Up to 50 characters. |
| Beleg date | No | Used for filtering and reporting. Defaults to today (UTC) if left blank; the time part is dropped. |
| Currency | No | A 3-letter ISO 4217 code. If omitted, it defaults to your tenant currency. If provided, it must be valid and must match the tenant currency. |
| Vendor | No | The supplier name shown on the receipt. Up to 200 characters. |
| Invoice number | No | The vendor's invoice reference. Up to 100 characters. |
| Invoice mileage | No | Odometer reading on the receipt; used for plausibility checks by the rules engine. |
| Vehicle | No | The mapped vehicle. Optional at capture, but required to submit. |
| Driver | No | The mapped driver. Optional at capture, but required to submit. |
Warning: A tenant keeps a single currency. Entering a currency that differs from the configured tenant currency is rejected with a validation error, because cross-Beleg dashboard and export totals are only meaningful in one currency.
Vehicle and driver mapping
Vehicle and driver are optional while the Beleg is a draft, which lets you capture receipts before you know which vehicle they belong to. Unmapped drafts appear in the dashboard's "unassigned receipts" panel. To submit the Beleg into review, however, it must have exactly one vehicle and one driver assigned; submitting without them returns a validation error pointing at the missing mapping.
After saving
Your new Beleg lands in Draft with computed totals of zero (until line items are added). From here you can:
- Add or edit line items and financial tags.
- Attach the scanned receipt document.
- Submit the Beleg once a vehicle and driver are mapped and at least one line item exists.
Related
- What Belege (receipt/expense) management does
- Add line items to a Beleg
- When you can edit a Beleg: editable states
- Attach a receipt document to a Beleg
