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/employee 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, however this description will flow through to the AP Invoice when the expense report is submitted and approved.
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. Reports that are submitted for approval and subsequently declined may be changed and resubmitted for approval (no amendment required).
Delete Report: Click this button to delete a report that has not been submitted. Deleted reports are gone forever; they cannot be recovered, however you can enter a new report for the same date range if you accidentally delete a report.
Rule Setup
There are three Rules that apply to this page:
Expense Types - This rule controls what options show up in the drop-down fields for the Travel, Meals, and Miscellaneous sections. It also controls the GL accounts and items 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.
Expense Paid By - 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 Document Vault - The Expense Report record 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. The Doc Key and Path for the rule will depend on the specific system.
Please note that there should be a specific inbox setup for expenses that makes it much easier to link attachments to your expense reports (e.g. expense@yourdomain.com).
User/Resource Setup
In order to submit/create/modify an expense report, specific user configuration is neeeded:
1. An organization must be created for each resource (For Example: if John Doe is going to be using the expense report function, an organization named "John Doe" must be created)
2. Each of these organizations must be setup as a vendor (REMIT TO and SOLD FROM attributes).
3. Each
user must have a
'Resource' attribute. Within this attribute, the user needs to be linked to his/her Vendor, using the box in the lower right hand corner of the Resource Information Screen (which can be found by double clicking the Resource attribute from the contacts screen)
Attach Files/Receipts via Email
As with other records in Adjutant, your inbox (inbox@yourdomain.com) can be used to attach files/receipts to an expense report. This requires you to use the Expense tag (i.e. EXPENSEDOC[1055] ), which is often difficult since you may not know the expense report number.
Instead of using inbox@yourdomain.com, you can use a specific email address for expenses (expense@yourdomain.com). This address will specific to your company, so please verify it with your IT department or Adjutant Implementation Consultant.
Expense Inbox Logic
Attachments sent to the Expense Inbox are linked according to this logic:
- If an expense report exists for the day the email is sent, then the attachments are automatically linked to that expense report.
- If no expense report exists, then the attachments are placed into your personal Adjutant Inbox in a folder named 'Unattached Expenses'.
- If you do not want to link the attachments to the current expense report, you can use a DATE tag to specify another report. For example, entering DATE[09/12/12] in the body of the email will link the attachments to the expense report that covers that date.
You can specify which section of the report the attachment belongs in by typing that name in the Subject. The available sections are:
- Mileage
- Travel
- Lodging
- Meals
- Entertainment
- Miscellaneous
Report Detail Sections
Link With Task: This button is used to link the expense report with a specific task.
Link With Project: This button is used to link the expense report with a specific project.
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
Approve Expense Reports using the Approvals Function
Create New Expense Types
