Expense Report (Extended View)

The Expense Report screen allows you to create, edit, save, and sign an expense report for a selected date range. Up to 35 days can be included on an expense report. The expense report includes line item entries that capture the expense and unit charges that you have incurred while performing work for the company. Expenses and unit charges include items incurred by and reimbursable to the employee or expenses or unit charges paid by the company on behalf of the employee.

The Extended view includes three tabs:

Entry: The Entry tab allows you to enter your expense report line items.
Reimbursement: The Reimbursement tab allows you to review a list of your entered line items and their reimbursement amounts.
Unallowed: The Unallowed tab allows you to review a list of your entered line items and mark either or part or all of the amount as unallowed. The unallowed portion will not be posted to the project. This does not impact the reimbursement amounts.

General

In the General area, enter general information about the expense report.

Field		Description
	Suffix	Enter or select any active input document suffix that is available for the current document type. This can be used in reports to select or sort documents.
	Document Number	Enter a unique document number to identify this document. This field automatically prepopulates and be read-only if an auto-counter has been defined for this type of document.
	Employee	Enter or select an active employee. This is the employee that will be eligible for the reimbursement amount.
	Payment Routing	Enter or select the employee payment routing associated with the expense report. This determines the employee's payment method and mailing address used for payments.
	Reimbursement Currency (RC)	Displays the currency for the reimbursement. This is the currency of the selected Employee. Once the document is created, this becomes the document currency and does not change even if the employee's currency is updated.
	Begin Date	Enter or select the begin date. This is the first date for charges on the expense report, and it must be less than or equal to the End Date. This value cannot be null if line items have been entered.
	End Date	Enter or select the end date. This is the last date for charges on the expense report, and must be equal to or greater than the Begin Date. This value cannot be null if line items have been entered.
	Posting Date	Enter or select the posting date. This date is used to associate the document with a posting period. The posting date must allow this document type as an input and its posting period must be in an Open or Pending Close stage. This will default to the first posting date that is greater than or equal to the End Date of the expense report.
	Name	Enter a name to identify the expense report.
	Financial Description	Enter text to further describe the nature of the transaction beyond the typical posting data. When the general ledger and subsidiary records are created, this description is used as the financial description for each line item unless overridden in the Line Items area. This field defaults based on the Expense Report Name , but it can be overwritten.
	Source Company	Displays the home company of the selected Employee. Once the document is created, this becomes the Source Company and does not change even if the employee's home company is updated.
	Home Organization	Displays the home organization of the selected Employee. Once the document is created, this becomes the Home Organization and does not change even if the employee's home organization is updated.
	Employee Posting Group	Displays the selected employee's assigned posting group. Once the document is created, this becomes the Posting Group and does not change even if the employee's posting group changes.
	Employee Unit Cost Rate Schedule	Displays the selected employee's assigned unit cost rate schedule. This is used to determine the cost of employee paid units.

Line Items

In the Line items area, add rows to enter information about what is charged on the expense report. This includes information about the type of charge and the project WBS where it will be charged. The Line Items area has a Daily view and List view.

Daily View

The Daily view allows you to enter line items in a simple list format based on a date. This is the default view for the Line items area.

Note: Line items entered in Daily view that have the same selections but for different days will be displayed as separate line items in List view.

Field		Description
	Sequence	Displays the line item's sequence in the list.
	Category Type	Select the type of line item. Once line item details are entered, the type cannot be changed. The following options are available: Company Expense: This is an expense that will not be reimbursed. Examples may include company paid airfare and hotel. Company Unit: This is for units that will not be reimbursed. If the selected unit requires equipment, you will need to select an Equipment code. An example would be mileage incurred for business using a company owned vehicle, feet drilled using a drill rig, office supplies, or metric tons of dirt. Employee Expense: This is an expense that will be reimbursed. Examples may include employee paid meals and tolls. Employee Unit: This is for units that will be reimbursed. An example would be mileage incurred for business using your vehicle. When there are multiple line item details, this field is read-only.
	Category	Enter or select an active expense report category. When the Category Type is Employee Unit, the following must be true for a category to be available for selection: It must be an Employee Unit type. Its unit must exist in the employee's cost rate schedule. When a Company is selected for the line item, the company must be defined in the unit's posting group. When the Category Type is Company Unit, the following must be true for a category to be available for selection: It must be a Company Unit type When an Equipment code is selected, the category’s unit must require equipment, the unit type must be allowed by the equipment type, and, when a Company is selected for the Line detail, the Company must be defined in the equipment’s posting group. When an equipment code is not selected and a Company is selected for the line item, the company must be defined in the category unit’s posting group or the unit must require equipment. When the Category Type is Company Expense or Employee Expense, the Company must be defined in the category. When there are multiple line item details, this field is read-only.
	Company	Enter or select an active company. It must be the source company or be in an intercompany relationship with the source company. For a unit type line item where Equipment is not selected, the company must be defined for the unit's posting group. When Equipment is selected, the company must have been defined for the equipment's posting group. For expense type line item, the company must be defined for the related expense report category. When there are multiple line item details, this field is read-only.
	Currency	Enter or select an active currency that has an effective currency rate. This is read only when the Category Type is Employee Unit or Company Unit. Employee units default to the expense report currency. Company unit default to the source company's currency. When there are multiple line item details, this field is read-only.
	Equipment	Enter or select an active equipment code. This is used for company units that require equipment. The home company of the selected equipment must match the expense report's source company. In addition, the unit type of the category's unit must be set up on the equipment's unit type. When there are multiple line item details, this field is read-only.
	Organization	Enter or select an active organization that belongs to the selected Company. When there are multiple line item details, this field is read-only.
	Project	Enter or select an active project. This field is necessary when the charge is project related. When the Category Type is Company Unit: Projects that allow Regular Expense can be selected for expense units. Projects that allow Regular Labor can be selected for labor units. When there are multiple line item details he posting type is only enabled for non-project expenses, this field is read-only.
	Task	Enter or select an active task. This field is available and required once a Project has been selected. When there are multiple line item details or the posting type is only enabled for non-project expenses, this field is read-only.
	Date	Enter the date for the line item. This defaults to the date of the previous line item or to the Begin Date.
	Entered	Enter one of the following: A value for a Company Expense or Employee Expense. This should be entered in the Currency selected for the line item. A quantity for a Company Unit or Employee Unit.

In addition, you can display optional columns. The available columns depend on the tab you have selected.

Amount: Enter the amount in the Currency of the line item. For unit type line items, this will be read only and will be calculated base on the quantity entered and the unit's effective unit cost.
Amount RC: Displays the amount in the document currency. This reimbursement amount will be converted from the Amount using the effective currency exchange rate and cannot be changed.
Financial Description: Enter text to further describe the nature of the transaction beyond the typical posting data. When the general ledger and subsidiary records are created, this description is used as the financial description for each line item unless overridden in the Line Items area. This field defaults based on the Expense Report Name , but it can be overwritten.
Location: Enter or select an active location. This defines where the work was performed and allows project charges to be analyzed by country or other location attributes.
Non-taxable Amount: Enter the non-taxable amount.
Project Description: Enter text to further describe project information about the line item beyond the typical posting data. This field is available only if the account subsidiary type is Work in Progress, or the account posting type is Chargeable or Non-Chargeable Task. This description is available in project reporting.
Quantity: Enter the quantity. This is read only for expense type line items.
Receipt Number: Enter the receipt number that corresponds with the line item. Maximum length is 32 characters. This is also displayed on the Details section of the Additional Details split pane.
Reimbursement: Enter the reimbursement amount.

The Totals at the bottom of the Line Items area includes a total sum of all input values. These values are hash totals for the day and include amounts in currencies and quantities for different units.

List View

The List view allows you to enter line items into a complex list, which is divided into three main sections: line item detail, amounts, and totals.

Field	Description
	Line Item Detail	The line item detail section allows you to enter line items to use to charge expenses. For each line item, select the detailed information for the line item. For a detailed description of the fields, see Line Item Column Description. The selections in Project, Task, Company, and Organization must be valid in relation to each other. Category Type: Select the type of line item. Once line item details are entered, the type cannot be changed. The following options are available: Company Expense: This is an expense that will not be reimbursed. Examples may include company paid airfare and hotel. Company Unit: This is for units that will not be reimbursed. If the selected unit requires equipment, you will need to select an Equipment code. An example would be mileage incurred for business using a company owned vehicle, feet drilled using a drill rig, office supplies, or metric tons of dirt. Employee Expense: This is an expense that will be reimbursed. Examples may include employee paid meals and tolls. Employee Unit: This is for units that will be reimbursed. An example would be mileage incurred for business using your vehicle. Category: Enter or select an active expense report category. This allows non-accounting employees to create an expense report without having to know the necessary accounts for posting. When the Category Type is Employee Unit, the following must be true for a category to be available for selection: It must be an Employee Unit type. Its unit must exist in the employee's cost rate schedule. When a Company is selected for the line item, the company must be defined in the unit's posting group. When the Category Type is Company Unit, the following must be true for a category to be available for selection: It must be a Company Unit type When an Equipment code is selected, the category’s unit must require equipment, the unit type must be allowed by the equipment type, and, when a Company is selected for the Line detail, the Company must be defined in the equipment’s posting group. When an equipment code is not selected and a Company is selected for the line item, the company must be defined in the category unit’s posting group or the unit must require equipment. When the Category Type is Company Expense or Employee Expense, the Company must be defined in the category. Equipment: Enter or select an active equipment code. This is used for company units that require equipment. The home company of the selected equipment must match the expense report's source company. In addition, the unit type of the category's unit must be set up on the equipment's unit type. Project: Enter or select an active project. This field is necessary when the charge is project related. When the Category Type is Company Unit: Projects that allow Regular Expense can be selected for expense units. Projects that allow Regular Labor can be selected for labor units. Task: Enter or select an active task. This field is available and required once a Project has been selected. Company: Enter or select an active company. It must be the source company or be in an intercompany relationship with the source company. For a unit type line item where Equipment is not selected, the company must be defined for the unit's posting group. When Equipment is selected, the company must have been defined for the equipment's posting group. For expense type line item, the company must be defined for the related expense report category. Organization: Enter or select an active organization that belongs to the selected Company. Currency: Enter or select an active currency that has an effective currency rate. This is read only when the Category Type is Employee Unit or Company Unit. Employee units default to the expense report currency. Company unit default to the source company's currency. In addition, you can display optional columns. Location: Enter or select an active location. This defines where the work was performed and allows project charges to be analyzed by country or other location attributes. Sequence: Displays the automatically generated sequence number that identifies the transaction.
	Amounts	The amounts section allows you to enter or view amounts for each line item and day covered by the expense report. The displayed dates are based on the dates entered in the Begin Date and End Date fields for the expense report. For each tab on the expense report, the amounts sections will have a default column that will always be displayed. In addition, there are optional columns that are available to be displayed. When the default column is the only column displayed, the column will not display a heading. From the Entry tab, the default column is the Entered column. This field allows you to enter: A value for a Company Expense or Employee Expense. This should be entered in the Currency selected for the line item. A quantity for a Company Unit or Employee Unit. In addition, you can display additional optional columns. Amount: Enter the amount in the Currency of the line item. For unit type line items, this will be read only and will be calculated base on the quantity entered and the unit's effective unit cost. Amount RC: Displays the amount in the document currency. This reimbursement amount will be converted from the Amount using the effective currency exchange rate and cannot be changed. Non-taxable Amount: Enter the non-taxable amount. Quantity: Enter the quantity. This is read only for expense type line items. Receipt Number: Enter the receipt number that corresponds with the line item. Maximum length is 32 characters. This is also displayed on the Details section of the Additional Details split pane. Reimbursement: Enter the reimbursement amount. From the Reimbursement tab, the default field is the read-only Reimbursement field, which displays the reimbursement amount for each unit or expense charge. In addition, you can display additional optional columns. Amount RC : Enter the amount in the reimbursement currency. Amount TC: Enter the amount in the transaction currency. Non-taxable Amount: Enter the non-taxable amount. Quantity: Enter the quantity. This is read only for expense type line items. Receipt Number: Enter the receipt number that corresponds with the line item. Maximum length is 32 characters. This is also displayed on the Details section of the Additional Details split pane. From the Unallowed tab, the Entered and Unallowed fields display by default. The Unallowed amount can be zero, but it cannot exceed the Entered amount. In addition, you can display additional optional columns. Amount: Enter the amount in the Currency of the line item. For unit type line items, this will be read only and will be calculated base on the quantity entered and the unit's effective unit cost. Amount RC: Enter the amount in the document currency. This reimbursement amount will be converted from the Amount using the effective currency exchange rate but cannot be changed when the document currency and the line item Currency are not the same. This is read only for unit type line items. Non-taxable Amount: Enter the non-taxable amount. Quantity: Enter the quantity. This is read only for expense type line items. Receipt Number: Enter the receipt number that corresponds with the line item. Maximum length is 32 characters. This is also displayed on the Details section of the Additional Details split pane. Reimbursement: Enter the reimbursement amount. Unallowed Amount: Enter the unallowed amount. This is read only for unit type line items. Unallowed Amount RC: Enter the unallowed amount in the document currency. This reimbursement amount will be converted from the Amount using the effective currency exchange rate and cannot be changed Unallowed Quantity: Enter the unallowed quantity. This is read only for expense type line items.
	Total	The total section allows you to view total amounts for each line item.

Field

Description

Line Item Detail

The line item detail section allows you to enter line items to use to charge expenses. For each line item, select the detailed information for the line item. For a detailed description of the fields, see Line Item Column Description.

The selections in Project, Task, Company, and Organization must be valid in relation to each other.

Category Type: Select the type of line item. Once line item details are entered, the type cannot be changed. The following options are available:
- Company Expense: This is an expense that will not be reimbursed. Examples may include company paid airfare and hotel.
- Company Unit: This is for units that will not be reimbursed. If the selected unit requires equipment, you will need to select an Equipment code. An example would be mileage incurred for business using a company owned vehicle, feet drilled using a drill rig, office supplies, or metric tons of dirt.
- Employee Expense: This is an expense that will be reimbursed. Examples may include employee paid meals and tolls.
- Employee Unit: This is for units that will be reimbursed. An example would be mileage incurred for business using your vehicle.
Category: Enter or select an active expense report category. This allows non-accounting employees to create an expense report without having to know the necessary accounts for posting.

When the Category Type is Employee Unit, the following must be true for a category to be available for selection:
- It must be an Employee Unit type.
- Its unit must exist in the employee's cost rate schedule.
- When a Company is selected for the line item, the company must be defined in the unit's posting group.
When the Category Type is Company Unit, the following must be true for a category to be available for selection:
- It must be a Company Unit type
- When an Equipment code is selected, the category’s unit must require equipment, the unit type must be allowed by the equipment type, and, when a Company is selected for the Line detail, the Company must be defined in the equipment’s posting group.
- When an equipment code is not selected and a Company is selected for the line item, the company must be defined in the category unit’s posting group or the unit must require equipment.
When the Category Type is Company Expense or Employee Expense, the Company must be defined in the category.
Equipment: Enter or select an active equipment code. This is used for company units that require equipment. The home company of the selected equipment must match the expense report's source company. In addition, the unit type of the category's unit must be set up on the equipment's unit type.
Project: Enter or select an active project. This field is necessary when the charge is project related.

When the Category Type is Company Unit:
- Projects that allow Regular Expense can be selected for expense units.
- Projects that allow Regular Labor can be selected for labor units.
Task: Enter or select an active task. This field is available and required once a Project has been selected.
Company: Enter or select an active company. It must be the source company or be in an intercompany relationship with the source company.

For a unit type line item where Equipment is not selected, the company must be defined for the unit's posting group. When Equipment is selected, the company must have been defined for the equipment's posting group.

For expense type line item, the company must be defined for the related expense report category.
Organization: Enter or select an active organization that belongs to the selected Company.
Currency: Enter or select an active currency that has an effective currency rate. This is read only when the Category Type is Employee Unit or Company Unit. Employee units default to the expense report currency. Company unit default to the source company's currency.

In addition, you can display optional columns.

Amounts

The amounts section allows you to enter or view amounts for each line item and day covered by the expense report. The displayed dates are based on the dates entered in the Begin Date and End Date fields for the expense report.

For each tab on the expense report, the amounts sections will have a default column that will always be displayed. In addition, there are optional columns that are available to be displayed. When the default column is the only column displayed, the column will not display a heading.

From the Entry tab, the default column is the Entered column. This field allows you to enter:

A value for a Company Expense or Employee Expense. This should be entered in the Currency selected for the line item.
A quantity for a Company Unit or Employee Unit.

In addition, you can display additional optional columns.

From the Reimbursement tab, the default field is the read-only Reimbursement field, which displays the reimbursement amount for each unit or expense charge. In addition, you can display additional optional columns.

From the Unallowed tab, the Entered and Unallowed fields display by default. The Unallowed amount can be zero, but it cannot exceed the Entered amount. In addition, you can display additional optional columns.

Total

The total section allows you to view total amounts for each line item.

Line Items - Additional Details Split Pane

At the bottom of the Line Items area, click the expand button to display the additional details split pane. This pane includes two sections, which allow you to enter details and VAT information for the selected line item entry on the expense report. These sections are tied to the selection of a cell in the Amounts section of the Line Item area. The split pane is only available when a value is entered in the cell, and if the value in the cell is deleted, this information is also deleted.

Details

In the Details section, enter additional information about a line item entry. Any descriptions entered are available throughout the lifecycle of an expense report and in later reporting. When a description is added to an amount field, a red marker is added to the top, right-hand corner of the cell. For more information, see Add and View Expense Descriptions.

Field		Description
	Receipt Number	Enter the receipt number that corresponds with the line item. Maximum length is 32 characters.
	Financial Description	Enter text to further describe financial information about the line item beyond the typical posting data. If no description is entered, the Financial Description entered in the General area is used. This description is available in financial reporting.
	Project Description	Enter text to further describe project information about the line item beyond the typical posting data. This field is available only if the account subsidiary type is Work in Progress, or the account posting type is Chargeable or Non-Chargeable Task. This description is available in project reporting.

VAT Detail

In the VAT Detail section, enter VAT tax detail for a line item entry. Multiple VAT line items can be entered for each expense or unit line item. If the Entered field is updated, the VAT tax amounts are recalculated. If the Post Tax equals the line item amount, Pretax will be set to zero and the tax amounts will be recalculated.

For expenses, the sum of the VAT tax amounts cannot exceed the line item amount.

Field	Description
	VAT Line Items	The VAT line item detail section allows you to enter VAT codes and their amount from the line item. Pretax: Enter the amount on which the VAT tax is calculated. For compounding tax, this value must be entered. Tax Code: Enter or select the tax code. This contains the tax rate. Tax %: Enter the current tax percentage. This defaults to the rate defined in the Tax code. Tax: Enter the amount of tax charged. This field defaults to the calculated value of: Pretax x (Tax % / 100). Post Tax: Displays the amount, including tax, that will be charged. This value is calculated as Pretax + Tax. In addition, you can display additional optional columns. Calculated Tax: Displays the system calculated tax value.

Field

Description

VAT Line Items

The VAT line item detail section allows you to enter VAT codes and their amount from the line item.

Pretax: Enter the amount on which the VAT tax is calculated. For compounding tax, this value must be entered.
Tax Code: Enter or select the tax code. This contains the tax rate.
Tax %: Enter the current tax percentage. This defaults to the rate defined in the Tax code.
Tax: Enter the amount of tax charged. This field defaults to the calculated value of: Pretax x (Tax % / 100).
Post Tax: Displays the amount, including tax, that will be charged. This value is calculated as Pretax + Tax.

In addition, you can display additional optional columns.

Calculated Tax: Displays the system calculated tax value.

Totals

The Totals area displays total amounts based on the line items entered for the expense report.

Field		Description
	Total	Displays the total from the Line Items area. For units, cost is calculated by multiplying the Quantity by the cost rate. The cost rate is determined by the cost rate schedule assigned to the employee or company. If the unit is not included in the cost rate schedule, the cost will be zero.
	Company Paid	Displays the total from the Line Items area that are company paid.
	Reimbursement	Displays the total from the Line Items area that are employee paid. In addition, the Reimbursement amount is displayed in the top right corner of the screen.
	Cash Advance	Displays any outstanding cash advances to the employee. This field only displays a value until the expense report has been posted and is in a Final state.
	Estimated Payment	Displays the projected amount due to the employee. This is calculated as Reimbursement minus Cash Advance. This field only displays a value until the expense report has been posted and is in a Final state.