Expense Reports

Expense reports allow your users to enter basic expense report information. You can then approve or reject these expense reports. After approving the expense report, you post it and a journal entry is created for the expense report.

Expense Report Configuration

To use expense reports, you need to configure the following:

• GL Source - To post expense reports and create a journal entry, you need to create a new GL source. See GL Sources for details on adding a new source. Enter XR for the Source and Expense Reports for the Description for the new GL source.
• Expense Report Clearing GL Account - It is recommended to use a centralized expense report clearing account. See GL Accounts for details on adding a new GL account or you can edit an existing GL account. Select Expense Report Credit Clearing from the Control Type drop-down for the new or existing GL account.
• Major and Minor Groups - You can assign major and minor groups to expense items to create classifications and help drive expenses to the correct GL account. Select Dr Purchase in the Type drop-down for the GL distribution for the major and/or minor group for expense reports. You do not have to use major and minor inventory groups for GL distribution; you have the option to select a specific GL account for the expense report item. 

Add an Expense Report

1. Click the Expense Reports link from the Main Menu. The Expense Reports screen opens.
2. Click the Add button. The Add Expense Report screen opens.
3. Enter the necessary information:
   • Account - Person with the expense report. Defaults to the user adding the expense report.
   • Description - Name for the expense report.
   • Notes - Additional information for the expense report.
4. Select the Expense Report Details tab. 
5. Click the Add button. The Add Expense Report Detail screen opens.
6. Enter the necessary information:
   • Transaction Date - Date of the expense item.
   • Amount - Amount for the expense item.
   • Description - Name of the expense item.
   • Notes - Notes for the expense item.
   • Major - Major inventory group to assign to the expense item. 
   • Minor - Minor inventory group to assign to the expense item. 
   • Vendor - Vendor for the expense item if the vendor record exists.
   • Vendor Name - Vendor name for the expense item if the vendor record does not exist. Entering a name into this field does not create an account. This field is only available if a vendor is not selected in the Vendor drop-down. 
   • Event - Event for the expense item.
   • Function - Function for the expense item. Only available if an event is selected from the Event drop-down.
   • Department - Department for the expense item.
   • Currency - Currency for the expense item.
7. Click OK. You return to the Edit Expense Report screen.
8. Repeat steps 5-7 for each expense report item.
9. Select the Documents tab to add or import any supporting documents for the expense report.
10. Click OK.

Edit an Expense Report or an Expense Report Item

You can only edit expense reports that are at a New status. 

1. Click the Expense Reports link from the Main Menu. The Expense Reports screen opens.
2. Select the expense report to edit.
3. Right-click and select Edit. The Edit Expense Report screen opens.
4. Make any necessary changes.
5. Click OK.

You can only edit expense report items that are on expense reports at a New status. To edit an expense report item:

1. Click the Expense Reports link from the Main Menu. The Expense Reports screen opens.
2. Select the expense report with the export report item to edit.
3. Right-click and select Edit. The Edit Expense Report screen opens.
4. Select the Expense Report Details tab.
5. Select the line to edit.
6. Right-click and select Edit. The Edit Expense Report Details screen opens.
7. Make any necessary changes.
8. Click OK. You return to the Edit Expense Report screen.
9. Click OK.

Submit an Expense Report

After all items are added to expense reports, you can submit them for review. 

1. Click the Expense Reports link from the Main Menu. The Expense Reports screen opens.
2. Select the expense report(s) to submit. Use Ctrl+Click or Shift+Click to select expense reports.
3. Right-click and select Review -> Submit. The Review Expense Report screen opens.
4. Enter a note into the Note field if needed.
5. Click OK. If there are multiple expense reports you are submitting, the Review Expense Report screen opens for the next expense report. If you do not want to approve the expense report, click the Skip button. When all submissions are complete, the screen closes.

Approve or Reject an Expense Report

You can only approve or reject submitted expense reports.

1. Click the Expense Reports link from the Main Menu. The Expense Reports screen opens.
2. Select the expense report(s) to approve or reject. Use Ctrl+Click or Shift+Click to select expense reports.
3. Right-click and select Review -> Approve or Reject. The Review Expense Report screen opens.
4. Enter a note into the Note field if needed.
5. Click OK. If there are multiple expense reports you are approving or rejecting, the Review Expense Report screen opens for the next expense report. If you do not want to approve or reject the expense report, click the Skip button. When all approvals or rejections are complete, the screen closes.

Post an Expense Report

You can only post approved expense reports.

1. Click the Expense Reports link from the Main Menu. The Expense Reports screen opens.
2. Select the expense report(s) to post. Use Ctrl+Click or Shift+Click to select expense reports.
3. Right-click and select Post Expense Report. The GL Transaction Date screen opens.
4. Enter the open GL period for the transaction into the GL Transaction Date field.
5. Click OK. A journal entry is created for each expense report at a New status for approving and posting. The Results screen opens. If an expense report is not posted, the reason displays in the Reason field for the expense report.

Delete an Expense Report or Expense Report Item

You can delete only delete expense reports that are at a New status.

1. Click the Expense Reports link from the Main Menu. The Expense Reports screen opens.
2. Select the expense report(s) to delete. Use Ctrl+Click or Shift+Click to select expense reports.
3. Right-click and select Mark For Delete.
4. Click the Save button.

To delete an expense report item on an expense report at a New status:

1. Click the Expense Reports link from the Main Menu. The Expense Reports screen opens.
2. Select the expense report with item(s) to delete. 
3. Right-click and select Edit. The Edit Expense Report screen opens.
4. Select the Expense Report Details tab.
5. Select the item(s) to delete. Use Ctrl+Click or Shift+Click to select multiple items.
6. Right-click and select Mark For Delete.
7. Click OK.

Expense Report Security

Allow Approval of Expense Reports

This access privilege controls which users can approve expense reports. Roles/users assigned to this privilege are allowed to approve expense reports. If no users are assigned to the privilege, it is considered inactive and all users can approve expense reports. 

Allow Approval of Self-Entered Expense Reports

This access privilege controls whether users area allowed to approve expense reports they entered. Roles/user assigned to this privilege are allowed to approve expense reports where they are the "Entered By" user. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users have access to approve expense reports where they are the "Entered By" user.

Allow Posting of Expense Reports

This access privilege controls which users can post expense reports. Roles/users assigned to this privilege are allowed to post expense reports. If no users are assigned to the privilege, it is considered inactive and all users can post expense reports.