An expense report groups related expense items and receipts for submission and approval.
The My Expense Reports screen contains all of your expense reports you have completed in the past as well as the ability to create a new report. By default, only open expense reports (expense reports that have not been submitted or have been rejected) are displayed. You may choose to show all expense reports by using the search tool in the button bar and selecting 'All Expenses'.
There are two parts to an expense report. The first includes general information about the report (i.e. an overall name, a date for the overall report, tracking ID, etc). The second part includes one or more expense items. Each expense item will contain information regarding the expense incurred (expense type, payment method, description, amount, reimbursable status, etc.).
The Expense Report screen also contains a box displaying the calculated expense items (reimbursable, non-reimbursable, etc.) and calculates the total reimbursement. Positive reimbursements are what the company owes the employee while negative reimbursements are what the employee owes the company. The reimbursement summary on the report shows how these amounts are calculated.
Tip: Use the Expense Report search feature (located in the button bar) to quickly search for an expense report or adjust the filter to only display submitted or open expense reports. Valid search fields are 'Date', 'Expense Report Name', and 'Expense Total'. Remember, expense reports are categorized by approval state (submitted, not submitted, approved, rejected, etc.) If you are searching for an expense report and are not getting the results you expect, be sure to select 'All Expenses' from the search drop-down so that all your expenses (regardless of approval state) are searched.
General Expense Report Information – Options and field descriptions #
Report Status – Displays the report status (locked, unlocked, submitted, approved, etc.). If expense approvals are enabled this will display the current approval status.
Report Name – Provide a name for the expense report.
Report Date – Provide a date for the report. This date is primarily used for locking down the expense report for billing purposes. Individual dates will be supplied for expense items.
Accounting ID – This optional field simplifies the exporting of data to an accounting package. When supplied, the Accounting ID acts as a code or cross-reference to related data located within an external accounting package.
Comments – You may specify any comments regarding the report overall in this field. Comments regarding individual expense items should not be made in this comment field but instead in the comments field for the expense item. This field is optional.
Creating an Expense Report #
- Browse to Expenses, and then select My Expense Reports.
- Select New to create a new expense report or select an existing expense report from the list.
- Provide a name for the overall expense report.
- Provide a date for the overall expense report.
- Provide any additional data in the remaining optional fields.
- Select Save.
Tip: The next step in creating an expense report is to add expense items. To continue the steps for 'Creating an Expense Report' see Add expense items and receipts.