Page History: Expense Report
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Page Revision: Tue, 28 Aug 2012 09:17
General Information
Default Menu Location: Web >> Create >> Expense Report
Page Name: expense_rpt.cfm
Function: The Expense Report page can be use to create new and view existing expense reports. You can also create amendments and search for old expense reports from this page.
 Expense Report - Click for full size |
Data Fields and Buttons¶
Expense Report: The expense report number, date range, and resource name. Click the link to
search for an old expense report.
Resource: The resource the expense report is tied to.
Start/End Date: The start and end date for the expense report. Only expenses that fall within this date range may be entered. Only one expense report per resource and start/end date may be submitted. If changes are required to a submitted expense report, an amendment report may be created and submitted.
Description: A description, if needed. Not a required field.
Update Report: This button updates the report header. If you want to change the Start/End Date or Description, then you must click this button after your changes are made. All changes in the Report Detail Section are immediately saved as they're entered.
Submit Report: This button submits the report for approval. You cannot modify a report that has been submitted, but you can make an amendment to the report.
Delete Report: Click this button to delete a report that has not been submitted.
Rule Setup
There are three Rules that apply to this page:
Expense Types (EXPTYPE) - This rule controls what options show up in the drop-down fields for Travel and Meals. It also controls the items and GL accounts that are used for reimbursable and billable expenses.
You can download a good starting point for this rule
from here. You will need to modify the GL accounts and set up the Items.
Expenses Paid By (EXPPAIDBY) - This rule controls the Paid By field for every section. Each record has a default setting as to whether or not it is a reimbursable expense.
Drop Folders For Doc Vault (DROPFOLDERS) - The Expense Report will need to be added to this rule in order for document imaging to function properly within the expense report. The code for this is
EXPRPT and the DOC KEY for this is
EXPENSEDOC. The path for the rule will depend on the specific system.
Report Detail Sections
Mileage
The default mileage rate is set in the CID Maintenance screen on the Defaults tab.
You can enter a number in the starting and ending odometer to calculate the mileage, or just type in the total mileage.
Tolls and Parking are entered separately and are treated separately for reimbursable and billable records.
Anything entered in the description field is used as a note on the AP Invoice and the description on the reimbursable line.
In the Expense Types (EXPTYPE) rule, the record with a code of I1 is used for mileage and I2 is used for tolls.
Travel
The Travel By options can be configured in the Expense Types (EXPTYPE) rule.
Anything entered in the description field is used as a note on the AP Invoice and the Description on the reimbursable line.
Lodging
The Amount field is calculated based on the Rate and Nights fields. Additional taxes and expenses may be entered in the Extra field.
Anything entered in the description field is used as a note on the AP Invoice and the Description on the reimbursable line.
In the Expense Types (EXPTYPE) rule, the record with a code of L1 is used for lodging.
Meals
The Meal Type options can be configured in the Expense Types (EXPTYPE) rule. Each meal type must have "MEALS" in the fourth text field of the rule.
Anything entered in the description field is used as a note on the AP Invoice and the Description on the reimbursable line.
Entertainment
Anything entered in the description field is used as a note on the AP Invoice and the Description on the reimbursable line.
Miscellaneous
Anything entered in the description field is used as a note on the AP Invoice and the Description on the reimbursable line.
Related Videos
Create an Expense Report
Search for an Existing Expense Report
Attach Files/Documents to Expenses
Link Expenses to Projects
