The Expense Type page of the Wizard will display only if there is more than one expense type linked to the category that you selected for the expense report type selected.
Select an expense type from the drop-down box. The default will be the expense type selected as the default in the Expense Report Types screen. This expense type determines which fields will be required in the proceeding pages.
Select this pushbutton to move to the previous page of the Wizard.
This pushbutton will display only if there is more than one expense type for the category selected, or the layout of the expense report is "Standard," or the expense selected is an imported expense.
Select this pushbutton to move to the next page of the Wizard.
Select this pushbutton to return to the main Expense Report screen. If you select this pushbutton when entering a new expense, information regarding this expense will not be saved to the database. If you select this pushbutton when editing an existing expense, any changes that you made will not be saved to the database.
Select the Help pushbutton for instructions on what to do on this page of the Wizard.
If you have expenses that were either imported from a credit card feed or manually entered as a batch expense, you will have the option of selecting one of those items to expense on this expense report. If you select an outstanding expense, some of the required fields will populate with information retrieved from the Maintain Expenses screen in the Batch Expenses setup. The list is made up of those expenses that have a source of the Wizard type you are using or "Other."
The "Other" expenses are included in this list because there may be miscellaneous expenses dealing with the Wizard you are in that were categorized as "Other" expenses but should be expensed as a "Car Rental" or "Lodging" or Transportation expense.
You are not required to select an outstanding expense if it exists. You have the option of bypassing this screen by selecting the Next pushbutton and manually entering an expense.
If you select an outstanding expense, certain fields in the Wizard will not be editable. Those fields are identified below.
The Outstanding Expenses table displays the following information:
Source - This field displays the wizard type for each outstanding expense. The valid values are the Wizard type you are using and "Other."
Transaction ID - This field displays the transaction ID that was imported or entered on the Maintain Expenses screen for this expense.
Merchant Name - This field displays the merchant name used for this expense. If it is blank, the merchant name was unknown at the time the outstanding expense was posted.
Date - This field displays the expense date that was imported or entered on the Maintain Expenses screen for this expense.
Amount - This field displays the amount of the outstanding expense.
Currency - This field displays the currency in which the expense was imported or entered on the Maintain Expense screen for this expense.
Provider - This field displays the provider used for this expense. If it is blank, the provider was not known at the time the outstanding expense was posted.
The Taxes page of the Wizard displays tax information for this expense type. Based on how the tax schedule selected for this expense type is configured, it may be a one-tier tax or a two-tier tax. Also, if the system is so configured, the user can edit the tax amounts.
This screen will be displayed only if the system is configured to calculate taxes on this expense type.
This non-editable field displays the type of tax that is used for this expense type.
Use the drop-down to select the tax schedule that will be used for this expense. The valid values are those tax schedules that have the same tax type that was linked to the expense type in the Expense Types tab of the Expense Report Types screen.
Use the drop-down box to select the location where the expense occurred. The values will be those locations that were set up for the tax schedule that is linked to the expense type.
This field will be shown only if the tax schedule linked to the expense type requires that a location be entered.
Enter the tax id for this expense. If a provider has been supplied and that provider contains a tax ID, that ID will be shown. Otherwise, you will be required to enter one.
This field will be shown only if the tax schedule linked to the expense type requires that a tax ID be entered.
This field displays the tax amount for the first tier tax of this expense. The system calculates this value is calculated by multiplying the expense incurred amount that was entered in the Expense Amount screen by the tax rate that was entered for the tax schedule or location (if one is required). You can change the rate if both the expense report type and the expense class allow you to do so.
If you change the tax amount, the system will validate this new amount to make sure that it falls within the tolerance limit set up in the Tax Schedules screen.
This field displays the tax amount for the second tier tax of this expense. The system calculates this value by multiplying the expense incurred amount that was entered in the Expense Amount screen by the tax rate that was entered for the tax schedule or location (if one is required). You can change the rate if both the expense report type and the expense class allow them to do so.
This field will be shown only if the tax schedule for this expense type contains a second tier tax rate. If you change the tax amount, the system will validate this new amount to make sure that it falls within the tolerance limit set up in the Tax Schedules screen.
This field displays the total amount of taxes for this expense. The system will add the first tier and the second tier tax amounts to get the total.
Select this pushbutton to move forward to the next page of the Wizard.
Select this pushbutton to return to the main Expense Report screen. If you select this pushbutton while entering a new expense, information regarding this expense will not be saved to the database. If you select this pushbutton when editing an existing expense, any changes that you made will not be saved to the database.
Select this pushbutton for instructions on what to do on this page of the Wizard.
The Charge Allocation page of the Wizard displays information regarding how the expense is allocated and allows you to change the percentage or the amount that is allocated to each of the charges.
Use the drop-down box to select how you want the expense allocated. The valid values are "Percentage" and "Amount." If you select "Percentage," you can edit the Percent field of the allocation table. If you select "Amount," you can edit the Amount field of the allocation table. The default is "Percentage."
Before you can move to the next page of the Wizard, the percentage must add to 100%, and the amount must add to the total amount of that portion of the expense.
If, in the Expense Amount page of this Wizard, you entered an amount that is over the ceiling amount or is unallowable, this field will be a drop-down box from which you can select "Under Ceiling," "Over Ceiling," and "Unallowable." Otherwise, this field will be non-editable and will display the default value, "Under Ceiling." If you change the value in this drop-down box, the values in the table will change accordingly.
Note this is not available in the Mileage Wizard.
Use this table to select the charge type(s) used for this expense. It also contains the default UDT(s) that you selected when entering the General portion of the expense report. All fields in this table can be configured to default in automatically, or you may be required to select a value for one or more of the fields.
This non-editable field displays a system-configured number assigned to each allocation of the expense.
This field displays the percentage allocated to the charge. If you selected "Percentage" in the Allocate By drop-down box, you can change this percentage.
This field displays the amount allocated to the charge. If you selected "Amount" in the Allocate By drop-down box, you can change this amount.
Use the drop-down box to select a charge type. The charge type determines which other UDTs are used for this expense. Only those charge types that are linked to this expense type are available. If there is only one valid charge type, this field will be non-editable.
Use Lookup to select a UDT01. Only UDT01s that are valid for the default charge are available. If there is only one valid UDT01, that value will default in and this field will be non-editable. This field will display only if the Show checkbox is selected for this UDT in the Expense Configuration screen.
UDT01 is commonly used on Expense reports by Costpoint & GCS.
Lookup is available for UDT01 and all of the following UDTs if the Validate checkbox for this UDT is selected in the UDT Options tab of the Expense Configuration screen.
If used, the UDT02 will default from the General Wizard. This field will display only if the Show checkbox is selected for this UDT in the Expense Configuration screen.
UDT02 will most likely NOT be used by GCS clients but will be used for Costpoint clients for charges requiring a project.
Use Lookup to select a UDT03. This field will display only if the Show checkbox is selected for this UDT in the Expense Configuration screen.
UDT3 will be used by GCS clients, but will most likely NOT be used by Costpoint clients.
Use Lookup to select a UDT04. This field will display only if the Show checkbox is selected for this UDT in the Expense Configuration screen.
UDT04 will most likely NOT be used by GCS or Costpoint clients.
Use Lookup to select a UDT05. This field will display only if the Show checkbox is selected for this UDT in the Expense Configuration screen.
UDT05 will most likely NOT be used by GCS or Costpoint clients.
Use Lookup to select a UDT06. This field will display only if the Show checkbox is selected for this UDT in the Expense Configuration screen.
UDT06 will most likely NOT be used by GCS or Costpoint clients.
Use Lookup to select a UDT07. This field will display only if the Show checkbox is selected for this UDT in the Expense Configuration screen.
UDT07 will most likely NOT be used by GCS or Costpoint clients.
Use Lookup to select a UDT08. This field will display only if the Show checkbox is selected for this UDT in the Expense Configuration screen.
UDT08 will most likely NOT be used by GCS or Costpoint clients.
Use Lookup to select a UDT09. Only UDT09s that are valid for the default charge are available. If there is only one valid UDT09, that value will default in and this field will be non-editable. This field will display only if the Show checkbox is selected for this UDT in the Expense Configuration screen.
UDT09 is commonly used on Expense reports by Costpoint & GCS.
Use the drop-down box to select a UDT10. Only UDT10s that are valid for this charge are available. If there is only one valid UDT10, this field will be non-editable. This field will display only if the Show checkbox is selected for this UDT in the Expense Configuration screen.
UDT10 will most likely NOT be used by GCS or Costpoint clients.
Use the drop-down box to select a UDT11. Only UDT11s that are valid for this charge are available. If there is only one valid UDT11, this field will be non-editable. This field will display only if the Show checkbox is selected for this UDT in the Expense Configuration screen.
UDT11 will most likely NOT be used by GCS or Costpoint clients.
Use the drop-down box to select a UDT12. Only UDT12s that are valid for this charge are available. If there is only one valid UDT12, this field will be non-editable. This field will display only if the Show checkbox is selected for this UDT in the Expense Configuration screen.
UDT12 will most likely NOT be used by GCS or Costpoint clients.
Use the drop-down box to select a UDT13. Only UDT13s that are valid for this charge are available. If there is only one valid UDT13, this field will be non-editable. This field will display only if the Show checkbox is selected for this UDT in the Expense Configuration screen.
UDT13 will most likely NOT be used by GCS or Costpoint clients.
Use the drop-down box to select a UDT14. Only UDT14s that are valid for this charge are available. If there is only one valid UDT14, this field will be non-editable. This field will display only if the Show checkbox is selected for this UDT in the Expense Configuration screen.
UDT14 will most likely NOT be used by GCS or Costpoint clients.
Use the drop-down box to select a UDT15. Only UDT15s that are valid for this charge are available. If there is only one valid UDT15, this field will be non-editable. This field will display only if the Show checkbox is selected for this UDT in the Expense Configuration screen.
UDT15 will most likely NOT be used by GCS or Costpoint clients.
This field displays the total amount of the expense that is allocated to "Under Ceiling," "Over Ceiling," or "Unallowable," depending on the selection in the Expense Portion drop-down box.
Enter a reference code for this expense. This field will display only if "None" is not selected in the Expense Reference Source field in the Charge Types screen.
Select this pushbutton to add an additional Charge Allocation to the list of allocations that were entered when you initially filled out the expense report. You will be taken to a different Wizard page where you can add one or more allocations that can be used for this expense and any remaining expenses to be entered.
Select this pushbutton to return to the previous screen.
If you select this pushbutton, the information that you entered on this page will not be lost.
Depending on how your system is configured, this pushbutton will be labeled either Next or Finish. If the Expense Summary page is available, the label will be Next. Select this to move forward to the next page of the Wizard. If the Expense Summary page is not configured to display, the label will be Finish. Select this pushbutton to complete the expense and return to the main Expense Report screen.
You will receive a warning or error if the project or account is outside the start or end date. Whether you receive a warning or an error depends on the project/account configuration. If it is configured to give a warning, you can continue using that project/account. If it is configured to give an error, you must change the project/account before continuing.
Select this pushbutton to return to the main Expense Report screen. If you select this pushbutton while entering a new expense, no information regarding this expense will be saved to the database. If you select this pushbutton when editing an existing expense, any changes that you made will not be saved to the database.
Select this pushbutton for instructions on what to do on this page of the Wizard.
If you select the Add Allocation pushbutton on the Charge Allocation page, the Default Charge Allocation page will display. On this Wizard page, you can add additional charge allocations that can be used for the expense you are currently entering as well as any later expenses.
This table displays the specific charging information that will default on the expense report.
Use the Add Charge Allocation function to add a default allocation ID to this expense report. You must fill out:
Charge Type - Use the drop-down box to select the charge type that will be used. The valid values are "UDT01" and "UDT02."
Charge - Use Lookup to select a valid charge for this expense report.
Description - The non-editable description of the charge will default.
Default Allocation % - Enter the allocation percentage that will be the default for this charge.
Note: The total percentage for all allocations must total to 100%.
Select the charge allocation that you wish to delete by selecting the checkbox next to the row that you wish to edit. Then use the Delete Charge Allocation function to delete the row.
If you wish to keep a charge in your list of "Favorites," select the one(s) you wish to save by selecting the checkbox in the column to the left of the row. Then select the Add Line to Favorites function. This will put the charge in your list of favorites where you can easily select it when entering another expense report.
OK - Select the OK pushbutton to save the additional charge allocation entries that were made. You will then be brought back to the Charge Allocation page of the expense that you were entering. You can then change any allocation amounts or percentages that need to be changed for this expense.
Cancel - Select the Cancel pushbutton to disregard any new allocations that you just entered. You will be brought back to the Charge Allocation page of the expense that you were entering.
The Expense Summary page of the Wizard is optional. This page will display only if the Display Expense Summary checkbox is selected in the Expense Report Types screen. This screen displays summary amount information for the expense just entered. You can view it in the transaction currency or your pay currency.
Use the drop-down box to select the currency in which to view the summary.
If the expense report type is not configured to use multiple currencies or if the transaction currency is the same as the pay currency, this field will be non-editable.
This non-editable field displays the total expense incurred.
This non-editable field displays the total amount of taxes that were incurred.
This non-editable field displays the amount of the expense that was entered as personal. This amount will not be reimbursed to the employee.
This non-editable field displays the amount of the expense that will not be reimbursed to the employee.
This non-editable field displays the amount of the expense that will be reimbursed to the employee.
This non-editable field displays the amount of the expense that is billable. It is based on the configuration of the charge type.
This field will display only if the Display Billable/Non-Billable Amounts checkbox is selected for this expense report type.
This non-editable field displays the amount of the expense that is not billable. It is based on the configuration of the Charge Type.
This field will display only if the Display Billable/Non-Billable Amounts checkbox is selected for this expense report type.
This non-editable field displays the ceiling amount after any adjustments have been made.
This non-editable field displays the amount that is over the company defined ceiling after any ceiling adjustments have been made.
Select this pushbutton to return to the previous screen.
Select this pushbutton to complete the expense and return to the main Expense Report screen.
Select this pushbutton to return to the main Expense Report screen. If you select this pushbutton while entering a new expense, no information regarding this expense will be saved to the database. If you select this pushbutton when editing an existing expense, any changes that you made will not be saved to the database
Select this pushbutton for instructions on what to do on this page of the Wizard.
The information you need to enter in the Expense Details page depends on the expense type selected. If a field is shown, it is required.
Use the Calendar Lookup to select a date for the expense. This field is required regardless of the Expense Type selected.
This field will be non-editable if the expense is an outstanding expense.
Use the drop-down box to select the provider that was used for this car rental expense. This field is required, if displayed. It will be available only if the expense type has been configured to require it.
Use the drop-down box to select the user-defined value that was set up in the Expense Types screen and was used for this car rental expense. This field is required, if displayed. It will be available only if the expense type has been configured to require it.
If this user-defined field is not validated, as defined in the Expense Types screen, this field will be an edit field instead of a drop-down box.
Use the drop-down box to select the user-defined value that was set up in the Expense Types screen and was used for this car rental expense. This field is required, if displayed. It will be available only if the expense type has been configured to require it.
If this user-defined field is not validated, as defined in the Expense Types screen, this field will be an edit field instead of a drop-down box.
Use the drop-down box to select the user-defined value that was set up in the Expense Types screen and was used for this car rental expense. This field is required, if displayed. It will be available only if the expense type has been configured to require it.
If this user-defined field is not validated, as defined in the Expense Types screen, this field will be an edit field instead of a drop-down box.
Enter the agreement number that was used for this car rental expense. This field is required, if displayed. It will be available only if the expense type has been configured to require it.
This field will be non-editable if the expense is an outstanding expense and the Agreement Number has already been filled out.
Use the Calendar Lookup to select a start date for this car rental expense. This field is required regardless of the expense type selected.
This field will be non-editable if the expense is an outstanding expense (if it came from a credit card feed) and the Start Date has already been filled out.
Use the Calendar Lookup to select an end date for this car rental expense. This field is required regardless of the expense type selected.
This field will be non-editable if the expense is an outstanding expense and the End Date has already been filled out.
The system calculates this field by subtracting the Start Date from the End Date. The system uses this value to determine the "not to exceed" ceiling amount.
If the Start Date and the End Date are the same date, the Number of Days field is "1." This field will be non-editable if the expense is an outstanding expense.
Select this checkbox if the car was returned late and you were charged an extra day for the rental. If you select this checkbox, an extra day will be added to the calculation of the ceiling amount on the next page.
This field will default a description of the expense type. It will be used in the Description field of the AP Voucher and the information displayed in the field is determined by the configuration of the expense type. This field is non-editable and will be displayed regardless of the expense type selected.
Use this optional field to enter any comments regarding this car rental expense.
This field will be non-editable if the expense is an outstanding expense and the Comments have already been filled out.
Select the Back pushbutton to return to the previous screen. This pushbutton will display only if you had to select an expense type before proceeding to the Expense Details page.
If you select this pushbutton, the information entered on this page will not be lost.
Select the Next pushbutton to move forward to the next page of the Wizard.
Select this pushbutton to return to the main Expense Report screen. If you select this pushbutton while entering a new expense, information regarding this expense will not be saved to the database. If you select this pushbutton when editing an existing expense, any changes that you made will not be saved to the database.
Select this pushbutton for instructions on what to do on this page of the Wizard.
The Expense Amount page of the Wizard displays information regarding how much was spent, how payment was made, and ceiling information.
Use the drop-down box to select the method that was used to pay for this expense. The default pay method is determined by the expense type selected and how it was configured. The list of valid payment methods is determined by those set up for the expense type and those set up in the employees' Expense Classes screen.
This field will be non-editable if the expense is an outstanding expense.
Use the drop-down box to select the currency that was used to pay for this expense.
This field will display only if the expense type selected has been configured to use multiple currencies and will be non-editable if the expense is an outstanding expense.
This field displays the exchange rate for the selected transaction currency and the user's pay currency. You can change this rate if the Modify Exchange Rate checkbox is selected in the Expense Classes screen.
This field will display only if the expense type selected has been configured to use multiple currencies and will be non-editable if the expense is an outstanding expense.
Enter the full amount of the expense.
This may or may not be the amount that is reimbursed. Depending on how this expense type is configured, you may not be reimbursed for amounts that are over the ceiling amount. This field will be non-editable if the expense is an outstanding expense.
Enter the amount that is deemed "Unallowable." This amount will be reimbursed.
The term "Unallowable" is used by government contractors and government agencies to determine specific costs that must be subtracted from the financial statement bottom line. These amounts typically are routed to a separate General Ledger account for financial purposes only.
Enter the amount of the expense that is personal.
This amount will not be reimbursed.
If the amount that is over the ceiling amount is NOT reimbursed, that amount displays in this field.
If the amount is under the ceiling amount or if the over ceiling amounts are reimbursed, this field will be zero.
The system calculates this amount by subtracting from the expense incurred any amount that is over the ceiling and not reimbursed and by any personal amount.
This is a non-editable field. It is used as the "not to exceed" ceiling for this type of car rental expense. The system calculates it on a per-day basis, meaning that, if the expense is for three days, the system will multiply the ceiling amount by three and display the result here.
This field will be empty if there is no ceiling for this expense.
Supervisors with rights to modify their employees' expense reports can use this field to adjust the ceiling amount up or down depending on the expense and the explanations given. For all other users, this field is non-editable.
This non-editable field displays the adjusted ceiling.
This field displays the amount of the expense that is over the company-defined ceiling amount. Whether it is reimbursed or not depends on how the expense type is configured.
Select this pushbutton to return to the previous page.
If you select this pushbutton, the information that you entered on this page will not be lost.
Select this pushbutton to move forward to the next page of the Wizard. If you have gone over the ceiling and the Require Over-Ceiling Explanation checkbox is selected in the Expense Types screen, you must explain why you went over the ceiling before continuing to the next page.
Select this pushbutton to return to the main Expense Report screen. If you select this pushbutton while entering a new expense, information regarding this expense will not be saved to the database. If you select this pushbutton when editing an existing expense, any changes that you made will not be saved to the database.
Select this pushbutton for instructions on what to do on this page of the Wizard.
The information you need to enter in the Expense Details page depends on the expense type selected. If a field is shown, it is required.
Use Calendar Lookup to select a date for the expense. This field is required regardless of the expense type selected.
This field will be non-editable if the expense is an outstanding expense.
Use the drop-down box to select the provider that was used for this entertainment expense. This field will be non-editable if the Provider checkbox is selected in the Required Fields group box in the Input Options tab of the Expense Types screen.
Use the drop-down box to select the user-defined value that was set up in the Expense Types screen and was used for this entertainment expense. This field is required, if displayed. It will be available only if the expense type has been configured to require it.
If this user-defined field is not validated, as defined in the Expense Types screen, this field will be an edit field instead of a drop-down box.
Use the drop-down box to select the user-defined value that was set up in the Expense Types screen and was used for this entertainment expense. This field is required, if displayed. It will be available only if the expense type has been configured to require it.
If this user-defined field is not validated, as defined in the Expense Types screen, this field will be an edit field instead of a drop-down box.
Use the drop-down box to select the user-defined value that was set up in the Expense Types screen and was used for this entertainment expense. This field is required, if displayed. It will be available only if the expense type has been configured to require it.
If this user-defined field is not validated, as defined in the Expense Types screen, this field will be an edit field instead of a drop-down box.
Select this checkbox if the expense was for breakfast.
This checkbox will be available only if the Breakfast Ceiling checkbox is selected in the Required Fields group box in the Input Options tab of the Expense Types screen.
Select this checkbox if the expense was for lunch.
This checkbox will be available only if the Lunch Ceiling checkbox is selected in the Required Fields group box in the Input Options tab of the Expense Types screen.
Select this checkbox if the expense was for dinner.
This checkbox will be available only if the Dinner Ceiling checkbox is selected in the Required Fields group box in the Input Options tab of the Expense Types screen.
This field will default a description of the expense type. It will be used in the Description field of the AP Voucher and the information displayed in the field is determined by the configuration of the expense type. This field is non-editable and is displayed regardless of the expense type selected.
Use this optional field to enter any comments regarding this entertainment expense.
This field will be non-editable if the expense is an outstanding expense and the comments have already been filled out.
Select this pushbutton to return to the previous screen.
If you select this pushbutton, the information that you entered on this screen will be lost. This pushbutton will be displayed only if you had to select an expense type before proceeding to the Expense Details screen.
Select this pushbutton to move to the next page of the Wizard.
Select this pushbutton to return to the main Expense Report screen. If you select this pushbutton while entering a new expense, information regarding this expense will not be saved to the database. If you select this pushbutton when editing an existing expense, any changes that you made will not be saved to the database.
Select this pushbutton for instructions on what to do on this page of the Wizard.
Use the Attendees Detail page of the Wizard to enter the names of any other individuals that are part of the expense. The user's name is defaulted as the first attendee. The system adjusts the ceiling amount to reflect the number of people included in this list.
To add an attendee, select the Add Attendee function. A second row will appear below the row with the user's name. Use Lookup to select an employee's name, or enter the name of the attendee. Depending on how the expense type is configured, you may be required to enter the employee's job title and/or company. If this information exists for the employee in the Defaults tab of the Employee Information screen, the information will default in from there and you will not be able to change it. If the information does not exist for that employee in the Defaults tab of the Employee Information screen, or the person entered is not an employee, you will be required to manually enter the Title and Company information.
Whether the Title and Company are required depends on the expense type selected. If the Require Title/Company checkbox is selected in the Input Options tab of the Expense Types screen, these fields will be required; otherwise they are optional.
Based on the configuration of the Expense type, the Employee IDs on the Attendees Detail may be suppressed. If "Suppress Employee ID in Lookup" is checked for the Meals Expense Type, the Employee ID field will simply display the word "Suppressed", and the lookup for Employee ID will be disabled. If you have to search for an Employee and "Suppress" is turned on, you will need to do so using the Employee Name Field. The results returned will be the Employee's name and their Location. While performing an Employee Search, you may filter your results by active and inactive employees.
The Location field is the home office location of the attendee.
To delete an attendee, select the checkbox next to the individual's name. The Delete Attendee function will become available. Select this hyperlink to remove the individual from the list of attendees.
The Expense Amount page of the wizard displays information regarding how much was spent, how payment was made, and ceiling information. Depending on the configuration of the expense type, some fields may be hidden.
Enter information on this page in the currency in which the transaction occurred.
Use the drop-down box to select the method that was used to pay for this expense. The default pay method is determined by the expense type selected and how it was configured. The list of valid payment methods is determined by those set up in the employee's expense class.
This field is required for all types of entertainment expenses and will be non-editable if the expense is an outstanding expense.
Use the drop-down box to select the currency that was used to pay for this expense.
This field will non-editable if the expense report type selected has been configured to use multiple currencies (the Multicurrency checkbox is selected in the Expense Report Types screen) and will be non-editable if the expense is an outstanding expense.
This field displays the exchange rate for the selected transaction currency and the user's pay currency. You can change this rate if the Modify Exchange Rate checkbox is selected in the Expense Classes screen.
This field will non-editable if the expense report type is configured to have multiple currencies (the Multicurrency checkbox is selected in the Expense Report Types screen) and will be non-editable if the expense is an outstanding expense.
Enter the full amount of the expense.
This may or may not be the amount that is reimbursed. Depending on the value in the Over-Ceiling Rule drop-down box in the Expense Types screen, you may not be reimbursed for amounts that are over the ceiling amount. This field will be Display Only if the expense is an outstanding expense.
Enter the amount that is deemed "unallowable." This amount will be reimbursed.
The term "unallowable" is used by government contractors and government agencies to determine specific costs that must be subtracted from the financial statement bottom line. These amounts typically are routed to a separate General Ledger account for financial purposes only.
Enter the amount of the expense that is personal.
This amount will not be reimbursed.
The system calculates this value. If the amount over the ceiling amount is NOT reimbursed, that amount will display in this field.
If the amount is under the ceiling amount or if the over ceiling amounts are reimbursed, this field will be zero.
The system calculates this field by subtracting from the expense incurred any amount that is over the ceiling and is not reimbursed and by any personal amount.
If the amount is under the ceiling amount or if the over ceiling amounts are reimbursed, this field will be zero.
This non-editable field displays the "not to exceed" ceiling for this type of lodging expense. The system calculates this value on a per-day basis, meaning that, if the expense is for three days, the system multiplies the ceiling amount by 3 and displays the result here.
This field will be empty if there is no ceiling for this expense.
Supervisors with rights to modify their employees' expense reports can use this field to adjust the ceiling amount up or down depending on the expense and the explanations given. For all other users, this field is non-editable.
This non-editable field displays the new ceiling, which is the original ceiling plus any adjustments that were made.
This field displays the amount of the expense that is over the company-defined ceiling amount. Whether it is reimbursed or not depends on the value in the Over-Ceiling Rule drop-down box in the Expense Types screen.
Select this pushbutton to return to the previous page.
If you select this pushbutton, the information that you entered on this page will not be lost.
Select this pushbutton to move forward to the next page of the Wizard. If you have gone over the ceiling and the Require Over-Ceiling Explanation checkbox has been selected in the Expense Types screen, you will be asked to explain why you went over the ceiling. You must enter a reason before continuing to the next page.
Select this pushbutton to return to the main Expense Report screen. If you select this pushbutton while entering a new expense, no information regarding this expense will be saved to the database. If you select this pushbutton when editing an existing expense, any changes that you made will not be saved to the database.
Select this pushbutton for instructions on what to do on this page of the Wizard.
The information you need to enter in the Expense Details page depends on the expense type selected. If a field is available, it will be required.
Use Calendar Lookup to select a date for the expense. This field is required regardless of the expense type selected.
This field will be non-editable if the expense is an outstanding expense.
Use the drop-down box to select the provider that was used for this lodging expense. This field will display only if the Provider checkbox is selected in the Required Fields group box in the Input Options tab of the Expense Types screen.
Use the drop-down box to select the user-defined value that was set up in the Expense Types screen and was used for this lodging expense. This field is required, if displayed. It will be available only if the expense type has been configured to require it.
If this user-defined field is not validated, as set up in the Expense Types screen, this field will be an edit field instead of a drop-down box.
Use the drop-down box to select the user-defined value that was set up in the Expense Types screen and was used for this lodging expense. This field is required, if displayed. It will be available only if the expense type has been configured to require it.
If this user-defined field is not validated, as set up in the Expense Types screen, this field will be an edit field instead of a drop-down box.
Use the drop-down box to select the user-defined value that was set up in the Expense Types screen and was used for this lodging expense. This field is required, if displayed. It will be available only if the expense type has been configured to require it.
If this user-defined field is not validated, as set up in the Expense Types screen, this field will be an edit field instead of a drop-down.
Use Calendar Lookup to select the date on which you checked into the hotel. This field is required regardless of the expense type selected.
This field will be non-editable if the expense is an outstanding expense.
Use Calendar Lookup to select the date on which you checked out of the hotel. This field is required regardless of the expense type selected.
This field will be non-editable if the expense is an outstanding expense.
The system calculates this field by subtracting the Check-In Date from the Check-Out Date. It uses this value to determine the "not to exceed" ceiling amount.
If the Check-In Date and the Check-Out Date are the same, the Number of Nights field will be "1." This field will be non-editable if the expense is an outstanding expense.
Select this checkbox if you checked out of the hotel after the required checkout time and were charged an extra night's stay. If you select this checkbox, the ceiling amount on the next page will be increased by one day.
If this expense is an outstanding expense, this field will be non-editable and will be displayed as checked or not checked as determined by the Maintain Expenses screen.
This field will default a description of the expense type. It will be used in the Description field of the AP Voucher and the information displayed in the field is determined by the configuration of the expense type. This field is non-editable and is displayed regardless of the expense type selected.
Use this optional field to enter any comments regarding this lodging expense.
This field will be non-editable if the expense is an outstanding expense and the Comments field has already been filled out.
Use the drop-down box to select the country where this lodging expense occurred. The default is the country you entered when filling out the General portion of the expense report. This field will be displayed only if the expense type is a per diem expense and the Country checkbox was selected for the appropriate per diem schedule in the Input Requirements group box in the Per Diem Schedules screen.
Use the drop-down box to select the state/province where this lodging expense occurred. The drop-down box contains those states or provinces in the country selected. If a country is not required or has not been selected, all states/provinces will be listed. The default is the State/Province you entered when you filled out the General portion of the expense report. This field will be displayed only if the expense type is a per diem expense and the State/Province checkbox was selected for the appropriate per diem schedule in the Input Requirements group box in the Per Diem Schedules screen.
Use the drop-down box to select the city where this lodging expense occurred. The drop-down box contains those cities in the Country and State/Province selections. If the Country and/or State/Province are not required or have not been selected, all cities will be listed. The default will be the City you entered when filling out the General portion of the expense report. This field will be displayed only if the expense type is a per diem expense and the City checkbox was selected for the appropriate per diem schedule in the Input Requirements group box in the Per Diem Schedules screen.
Use the drop-down box to select the county where this lodging expense occurred. The drop-down box contains those counties located in the City selected. If the Country, State/Province, and/or City are not required or have not been selected, all counties will be listed. The default is the County you entered when filling out the General portion of the expense report. This field will be displayed only if the expense type is a per diem expense and the County checkbox was selected for the appropriate per diem schedule in the Input Requirements group box in the Per Diem Schedules screen.
To clear the contents of all location fields, select the Clear pushbutton above the Country drop-down box.
To view the details that make up the per diem amount for the location entered, select the Details pushbutton above the Country drop-down box.
The Country, State/Province, City, and County drop-down boxes will be available only if the expense report type requires locations to be entered. Each of these fields will be shown only if they are required by the per diem schedule attached to the expense report type selected.
Select this pushbutton to return to the previous screen.
If you select this pushbutton, the information that you entered on this screen will be lost. This pushbutton will be displayed only if you had to select an expense type before proceeding to the Expense Details screen.
Select this pushbutton to move forward to the next page of the Lodging Wizard.
Select this pushbutton to return to the main Expense Report screen. If you select this pushbutton when entering a new expense, no information regarding this expense will be saved to the database. If you select this pushbutton when editing an existing expense, any changes that you made will not be saved to the database.
Select this pushbutton for instructions on what to do on this page of the Lodging Wizard.
The Expense Amount page of the Lodging Wizard contains information regarding how much was spent, how payment was made, and ceiling information. This page will be available only if the expense type is configured to be either non-per diem or per diem ceiling (where the actual amount spent is entered). Depending on the configuration of the expense type, some fields will be hidden.
Enter information on this page in the currency in which the transaction occurred.
Use the drop-down box to select the method that was used to pay for this expense. The default pay method is determined by the expense type selected and how it was configured. The list of valid payment methods is determined by those set up in the employees' Expense Classes screen.
This field is required for all types of lodging expenses and will be non-editable if the expense is an outstanding expense.
Use the drop-down box to select the currency that was used to pay for this expense.
This field will display only if the expense report type selected has been configured to use multiple currencies (the Multicurrency checkbox was selected in the Expense Report Types screen).
This field displays the exchange rate for the selected transaction currency and the user's pay currency. You can change this rate if the Modify Exchange Rate checkbox is selected in the Expense Classes screen.
This field will display only if the expense report type is configured to have multiple currencies (the Multicurrency checkbox is selected in the Expense Report Types screen).
Enter the full amount of the expense.
This may or may not be the amount that is reimbursed. Depending on the value in the Over-Ceiling Rule drop-down box in the Expense Types screen, you may not be reimbursed for amounts that are over the ceiling amount. This field will be non-editable if the expense is an outstanding expense.
Enter the amount that is deemed "unallowable." This amount will be reimbursed.
The term "unallowable" is used by government contractors and government agencies to determine specific costs that must be subtracted from the financial statement "bottom line." These amounts typically are routed to a separate General Ledger account for financial purposes only.
Enter the amount spent per day for the room amount of this lodging expense.
This field is used only for per diem lodging expenses. It may or may not be the amount that is reimbursed. Depending on the value in the Over-Ceiling Rule drop-down box in the Expense Types screen, you may not be reimbursed for amounts that are over the ceiling amount.
Enter the amount spent per day on taxes for this lodging expense.
This field is used only for per diem lodging expenses. The system adjusts the ceiling amount to reflect the amount entered here.
The system calculates this field by adding the daily room tax to the daily room rate. It then multiplies the total by the number of nights.
This field is used only for per diem lodging expenses.
Enter the amount of the expense that is personal.
This amount will not be reimbursed.
The system calculates this value. If the amount over the ceiling amount is NOT reimbursed, that amount displays in this field.
If the amount is under the ceiling amount or if the over ceiling amounts are reimbursed, this field will be zero.
The system calculates this field by subtracting from the Expense Incurred any amount that is over the ceiling and is not reimbursed and by any personal amount.
This non-editable field displays the "not to exceed" ceiling for this type of lodging expense. The system calculates this value on a per day basis, meaning that, if the expense is for three days, the system multiplies the ceiling amount by three and displays the result here.
This field will be empty if there is no ceiling for this expense.
Supervisors with rights to modify their employees' expense reports can use this field to adjust the ceiling amount up or down depending on the expense and the explanations given. For all other users, this field is non-editable.
This non-editable field displays the new ceiling, which is the original ceiling plus any adjustments that were made.
This field displays the amount of the expense that is over the company-defined ceiling amount. Whether it is reimbursed or not depends on how the expense type was configured.
Select this pushbutton to return to the previous page.
If you select this pushbutton, the information that you entered on this page will not be lost.
Select this pushbutton to move forward to the next page of the Lodging Wizard. If you have gone over the ceiling and the Require Over-Ceiling Explanation checkbox is selected in the Expense Types screen, you will be required to explain why you went over the ceiling.
For per diem lodging expenses, the expense incurred amount must equal the daily room rate plus the daily tax rate times the number of days.
Select this pushbutton to return to the main Expense Report screen. If you select this pushbutton while entering a new expense, information regarding this expense will not be saved to the database. If you select this pushbutton when editing an existing expense, any changes that you made will not be saved to the database.
Select this pushbutton for instructions on what to do on this page of the Lodging Wizard.
Sometimes additional charges appear on a hotel bill that must be charged to a different General Ledger account than the lodging expenses. These additional charges may or may not be reimbursed to the employee. The Other Expense page of the Wizard allows you to expense these additional charges to the appropriate General Ledger accounts as set up in the Expense Types screen.
Use this table to add and delete other lodging expenses.
This page will be displayed only if the expense type is configured to allow other lodging expenses and if the Other Expenses field in the Expense Amount screen is not equal to zero.
Use the Add Other Lodging Expense function to add an additional lodging expense that appears on a hotel bill.
Use the Lookup to select the date on which you are entering this expense.
Use the drop-down box to select the expense type that applies to this other lodging expense. Valid values are those "Other" expense types that are linked to the lodging Expense Type in the Other Lodging Expenses tab of the Expense Types screen.
Select the Personal checkbox if this other lodging expense is personal.
Personal expenses are not reimbursed to the employee.
Enter the amount of this other lodging expense in this required field.
Enter any notes regarding this other expense in this optional field.
This field displays the total amount of all other expenses that are deemed personal.
This field displays the amount of other expenses that have not yet been allocated. This amount must be zero before you can proceed to the next screen.
This field displays the total amount of all other expenses that will be reimbursed to the employee.
Select this pushbutton to return to the previous page.
If you select this pushbutton, the information that you entered on this page will not be lost.
Select this pushbutton to move forward to the next page of the Lodging Wizard. The system will check to verify that the total amounts entered here equal the Other Expenses amount from the Expense Amount page of the wizard.
Select this pushbutton to return to the main Expense Report screen. If you select this pushbutton while entering a new expense, information regarding this expense will not be saved to the database. If you select this pushbutton when editing an existing expense, any changes that you made will not be saved to the database.
Select this pushbutton for instructions on what to do on this page of the Lodging Wizard.
Select the other lodging expense that you wish to delete by selecting the checkbox on the row that you wish to delete. Then use the Delete Other Lodging Expense function to delete the row.
The information you need to enter in the Expense Details page depends on the expense type selected. If a field is displayed, it is required.
Use the Calendar Lookup to select a check-in date or start date for the expense. This field is required regardless of the expense type selected.
If the expense type selected combines meals and lodging, this field will be titled Check-In Date. For all other meals expense types, this field will be Start Date. This field will be non-editable if the expense is an outstanding expense.
Use the Calendar Lookup to select a check-out date or end date for the expense. This field is required regardless of the expense type selected.
If the expense type selected combines meals and lodging, this field will be titled Check-Out Date. For all other meals expense types, this field will be End Date. This field will be non-editable if the expense is an outstanding expense.
The system calculates this field by subtracting the Check-In/Start Date from the Check-Out Date/End Date. The system uses this value to determine the "not to exceed" ceiling amount.
If the expense type selected combines meals and lodging, this field will be titled Number of Nights. For all other meals expense types, this field will be Number of Days. If the Check-In/Start Date is the same as the Check-Out Date/End Date, the Number of Nights/Number of Days field will be "1."
Select this checkbox if you checked out of the hotel after the required checkout time and were charged an extra night's stay. If you select this checkbox, the ceiling amount on the next page will be increased by one day.
This checkbox will be displayed only if the expense type selected combines meals and lodging.
Use the drop-down box to select the provider that was used for this meals expense. This field will display only if the Provider checkbox is selected in the Required Fields group box in the Input Options tab of the Expense Types screen.
Use the drop-down box to select the user-defined value that was set up in the Expense Types screen and was used for this meal expense. This field is required, if displayed. It will be available only if the expense type has been configured to require it.
If this user-defined field is not validated, as set up in the Expense Types screen, this field will be an edit field instead of a drop-down box.
Use the drop-down box to select the user-defined value that was set up in the Expense Types screen and was used for this meal expense. This field is required, if displayed. It will be available only if the Expense Type has been configured to require it.
If this user-defined field is not validated, as set up in the Expense Types screen, this field will be an edit field instead of a drop-down box.
Use the drop-down box to select the user-defined value that was set up in the Expense Types screen and was used for this meal expense. This field is required, if displayed. It will be available only if the expense type has been configured to require it.
If this user-defined field is not validated, as set up in the Expense Types screen, this field will be an edit field instead.
This field defaults the Description from the Expense Types screen. It will be used in the Description field of the AP Voucher and the information displayed in the field is determined by the configuration of the expense type. This field is non-editable and displays regardless of the expense type selected.
Use this optional field to enter any comments regarding this meal expense.
This field will be non-editable if the expense is an outstanding expense and the comments have already been filled out.
Use the drop-down box to select the country where these meals were purchased. The default is the country you entered when filling out the General portion of the expense report. This field will be displayed only if the expense type is a per diem expense and the Country checkbox was selected for the per diem schedule in the Input Requirements group box in the Per Diem Schedules screen.
Use the drop-down box to select the state/province where these meals were purchased. The drop-down box contains those states or provinces in the country selected. If a country is not required or has not been selected, all states/provinces will be listed. The default is the state/province you entered when filling out the General portion of the expense report. This field will be displayed only if the expense type is a per diem expense and the State/Province checkbox was selected for the per diem schedule in the Input Requirements group box in the Per Diem Schedules screen.
Use the drop-down box to select the city where these meals were purchased. The drop-down box contains those cities that are selected in the Country and State/Province fields. If the Country and/or State/Province fields are not required or have not been selected, all cities will be listed. The default will be the city you entered when filling out the General portion of the expense report. This field will be displayed only if the expense type is a per diem expense and the City checkbox was selected for the per diem schedule in the Input Requirements group box in the Per Diem Schedules screen.
Use the drop-down box to select the county where these meals were purchased. The drop-down box contains those counties located in the city selected. If the Country, State/Province, and/or City fields are not required or have not been selected, all counties will be listed. The default is the county you entered when filling out the General portion of the expense report. This field will be displayed only if the expense type is a per diem expense and the County checkbox was selected for the per diem schedule in the Input Requirements group box in the Per Diem Schedules screen.
To clear the contents of all location fields, select the Clear pushbutton above the first drop-down box.
The Country, State/Province, City, and County drop-down boxes will be available only if the expense report type requires locations to be entered. Each of these fields will be shown only if they are required by the per diem schedule attached to the expense report type selected.
Select this pushbutton to return to the previous screen.
If you select this pushbutton, the information that you entered on this screen will not be lost. This pushbutton will only be displayed if you had to select an expense type before proceeding to the Expense Details screen.
Select this pushbutton to move forward to the next page of the Meals Wizard.
Select this pushbutton to return to the main Expense Report screen. If you select this pushbutton while entering a new expense, information regarding this expense will not be saved to the database. If you select this pushbutton when editing an existing expense, any changes that you made will not be saved to the database.
Select this pushbutton for instructions on what to do on this page of the Meals Wizard.
The Meal Details page displays a grid that contains a breakout of the meals that fall within the dates entered in the check-in/start date and the check-out/end date. Each is selected by default. You will receive reimbursement for all selected meals/incidentals. You can uncheck any meals/incidentals for which you should not receive reimbursement.
If the employee travels to more than one location in a single day they would use two separate expenses (one per location because Per Diem rates could be different in these locations). In this case the employee should uncheck this checkbox, so they are not reimbursed the Incidental portion of the Per Diem for both locations for one day.
If you enter an expense for a meal that you have already submitted or if another user lists you as an attendee for a meal, the system will display a warning message and that meal will be unchecked.
Select this pushbutton to return to the previous screen.
Select this pushbutton to move forward to the next page of the Meals Wizard.
Select this pushbutton to return to the main Expense Report screen. If you select this pushbutton while entering a new expense, information regarding this expense will not be saved to the database. If you select this pushbutton when editing an existing expense, any changes that you made will not be saved to the database
Select this pushbutton for instructions on what to do on this page of the Meals Wizard.
Use the Attendees Detail page of the Wizard to enter the names of any other individuals that are part of the expense. The user's name is defaulted as the first attendee. The system adjusts the ceiling amount to reflect the number of people included in this list.
To add an attendee, select the Add Attendee function. A second row will appear below the row with the user's name. Use Lookup to select an employee's name, or enter the name of the attendee. Depending on how the expense type is configured, you may be required to enter the employee's job title and/or company. If this information exists for the employee in the Defaults tab of the Employee Information screen, the information will default in from there and you will not be able to change it. If the information does not exist for that employee in the Defaults tab of the Employee Information screen, or the person entered is not an employee, you will be required to manually enter the Title and Company information.
Whether the Title and Company are required depends on the expense type selected. If the Require Title/Company checkbox is selected in the Input Options tab of the Expense Types screen, these fields will be required; otherwise they are optional.
Based on the configuration of the Expense type, the Employee IDs on the Attendees Detail may be suppressed. If "Suppress Employee ID in Lookup" is checked for the Meals Expense Type, the Employee ID field will simply display the word "Suppressed", and the lookup for Employee ID will be disabled. If you have to search for an Employee and "Suppress" is turned on, you will need to do so using the Employee Name Field. The results returned will be the Employee's name and their Location. While performing an Employee Search, you may filter your results by active and inactive employees.
The Location field is the home office location of the attendee.
To delete an attendee, select the checkbox next to the individual's name. The Delete Attendee function will become available. Select this hyperlink to remove the individual from the list of attendees.
The Expense Amount page of the Wizard displays information regarding how much was spent, how payment was made, and ceiling information. This page will display only if the expense type is configured to be either non per diem or per diem ceiling (where the actual amount spent is entered). Depending on the configuration of the expense type, some fields may not display.
Enter information on this page in the currency in which the transaction occurred.
Use the drop-down box to select the method that was used to pay for this expense. The default pay method is determined by the expense type selected and how it was configured. The list of valid payment methods is determined by those set up in the employees' expense class.
This field is required for all types of meal expenses and will be non-editable if the expense is an outstanding expense.
Use the drop-down box to select the currency used to pay for this expense.
This field will be shown only if the expense report type selected has been configured to use multiple currencies (the Multicurrency checkbox is selected in the Expense Report Types screen) and will be non-editable if the expense is an outstanding expense.
This field displays the exchange rate for the selected transaction currency and the user's pay currency. You can change this rate if the Modify Exchange Rate checkbox is selected in the Expense Classes screen.
This field will be displayed only if the expense report type is configured to have multiple currencies (the Multicurrency checkbox is selected in the Expense Report Types screen) and will be non-editable if the expense is an outstanding expense.
Enter the full amount of the expense.
This may or may not be the amount that is reimbursed. Depending on the value in the Over-Ceiling Rule drop-down box in the Expense Types screen, you may not be reimbursed for amounts that are over the ceiling amount. This field will be non-editable if the expense is an outstanding expense.
Enter the amount of the expense that is personal.
This amount will not be reimbursed.
The system calculates this field. If the amount that is over the ceiling amount is NOT reimbursed, that amount appears in this field.
If the amount is under the ceiling amount or if the over ceiling amounts are reimbursed, this field will be zero.
The system calculates this field by subtracting any amount that is over the ceiling and is not reimbursed from the expense incurred, as well as any personal amount.
If the amount is under the ceiling amount or if the over ceiling amounts are reimbursed, this field will be zero.
The system uses the value in this non-editable field as the "not to exceed" ceiling for this type of meals expense. It calculates this value on a "per day" basis, meaning that, if the expense is for three days, the system multiplies the ceiling amount by three and displays the result here.
This field will be empty if there is no ceiling for this expense.
Supervisors with rights to modify their employees' expense reports can use this field to adjust the ceiling amount up or down depending on the expense and the explanations given. For all other users, this field is non-editable.
This non-editable field displays the new ceiling, which is the original ceiling plus any adjustments that were made.
This field displays the amount of the expense that is over the company defined ceiling amount. Whether it is reimbursed or not depends on the selection in the Over-Ceiling Rule drop-down box in the Expense Types screen.
Select this pushbutton to return to the previous page.
Note: If you select this pushbutton, the information that you entered on this page will not be lost.
Select this pushbutton to move forward to the next page of the Meals Wizard. If you have gone over the ceiling and the Require Over-Ceiling Explanation checkbox is selected in the Expense Types screen, you must explain why you went over the ceiling before continuing to the next page.
Select this pushbutton to return to the main expense report screen. If you select this pushbutton when entering a new expense, information regarding this expense will not be saved to the database. If you select this pushbutton when editing an existing expense, any changes that you made will not be saved to the database.
Select this pushbutton for instructions on what to do on this page of the Wizard.
The information you need to enter in the Expense Details page depends on the expense type selected. All available fields are required, unless otherwise noted.
Use Calendar Lookup to select a date for the expense. This field is required regardless of the configuration of the expense type selected.
Note: This field will be non-editable if the expense is an outstanding expense.
Use the drop-down box to select the provider that was used for this mileage expense. This field will display only if the Provider checkbox is selected in the Required Fields group box in the Input Options tab of the Expense Types screen.
Enter the starting unit number (e.g., the starting odometer number, the copy number, etc.). This is an optional field, which will display only if the Starting/Ending Units checkbox is selected and the Unit Label field has been entered in the Input Options tab of Expense Types screen. The value entered must match the formatting of the field. For example, if the field has a 0 in it, then you should enter 5. If the value has 0.00 then you can enter 5.62. But if the field has a 0 in it, you cannot enter 5.62.
Enter the ending unit number. This is an optional field, which will display only if the Starting/Ending Units checkbox is selected and the Unit Label field has been entered in the Input Options tab of Expense Types screen. The value entered must match the formatting of the field. For example, if the field has a 0 in it, then you should enter 5. If the value has 0.00 then you can enter 5.62. But if the field has a 0 in it, you cannot enter 5.62.
Enter the number of units to be expensed in this optional field. It will display only if the Starting/Ending Units checkbox is NOT selected and the Unit Label field has been entered in the Input Options tab of Expense Types screen. The value entered must match the formatting of the field. For example, if the field has a 0 in it, then you should enter 5. If the value has 0.00 then you can enter 5.62. But if the field has a 0 in it, you cannot enter 5.62.
The system calculates the value in this field by subtracting the starting unit number from the ending unit number. This non-editable field will display only if the Starting/Ending Units checkbox is selected and the Unit Label field has been entered in the Input Options tab of Expense Types screen.
Enter the number of units that were used for personal use. The system will multiply this number by the rate per unit, and the resulting amount will not be reimbursed to the employee. The value entered must match the formatting of the field. For example, if the field has a 0 in it, then you should enter 5. If the value has 0.00 then you can enter 5.62. But if the field has a 0 in it, you cannot enter 5.62.
The system calculates the value in this non-editable field by subtracting the personal number of units from the subtotal number of units (if the Starting/Ending Units checkbox in the Required Fields group box in the Input Options tab of the Expense Types screen is selected) or by subtracting the personal number of units from the number of (Units name) (if the Starting/Ending Units checkbox is NOT selected).
This field displays the rate at which each unit will be reimbursed. You can change this rate if the Override Unit Rate checkbox is selected in the Expense Types screen.
Use the drop-down box to select the user-defined value that was set up in the Expense Types screen and was used for this mileage expense. This field is required, if displayed. It will be available only if the expense type has been configured to require it.
If this user-defined field is not validated, as set up in the Expense Types screen, this field will be an edit field instead of a drop-down box.
Use the drop-down box to select the user-defined value that was set up in the Expense Types screen and was used for this mileage expense. This field is required, if displayed. It will be available only if the expense type has been configured to require it.
If this user-defined field is not validated, as set up in the Expense Types screen, this field will be an edit field instead of a drop-down box.
Use the drop-down box to select the user-defined value that was set up in the Expense Types screen and was used for this mileage expense. This field is required, if displayed. It will be available only if the expense type has been configured to require it.
If this user-defined field is not validated, as set up in the Expense Types screen, this field will be an edit field instead of a drop-down box.
This field will default a description of the expense type. It will be used in the Description field of the AP Voucher, and the information displayed in the field is determined by the configuration of the expense type. This field is non-editable and is displayed regardless of the expense type selected.
Use this optional field to enter any comments regarding this mileage expense.
Select this pushbutton to return to the previous screen.
If you select this pushbutton, the information that you entered on this screen will not be lost. This pushbutton will only be displayed if you had to select an expense type before proceeding to the Expense Details screen.
Select this pushbutton to move forward to the next page of the Mileage Wizard.
Select this pushbutton to return to the main Expense Report screen. If you select this pushbutton while entering a new expense, information regarding this expense will not be saved to the database. If you select this pushbutton when editing an existing expense, any changes that you made will not be saved to the database.
Select this pushbutton for instructions on what to do on this page of the Mileage Wizard.
The Expense Amount page of the Mileage Wizard displays information regarding how much was spent, how payment was made, and ceiling information.
For mileage, the amounts display only in your pay currency.
Since mileage is a units-based expense, this non-editable field displays the default set up for the expense type. The list of valid payment methods is determined by those set up in the employees' expense class.
The field displays the employee's pay currency.
This field will display only if the expense report type selected has been configured to use multiple currencies (the Multicurrency checkbox is selected in the Expense Report Types screen) and will be non-editable if the expense is an outstanding expense.
This field displays the exchange rate for the selected transaction currency and the user's pay currency. Since mileage is always recorded in the employee's pay currency, the exchange rate is always "1.00."
This field will display only if the expense report type selected has been configured to use multiple currencies (the Multicurrency checkbox is selected in the Expense Report Types screen) and will be non-editable if the expense is an outstanding expense.
The system calculates the value in this non-editable field by multiplying the number of miles entered on the Expense Details page by the rate per mile.
The system calculates the value in this non-editable field by multiplying the number of miles in the [-] Personal field (from the Expense Details page) by the rate per mile.
The system calculates this value. If the amount over the ceiling amount (determined in the Ceilings group box in the Expense Types screen) is NOT reimbursed, that amount displays in this field.
If the amount is under the ceiling amount or if the over ceiling amounts are reimbursed, this field will be zero.
The system calculates this field by subtracting from the expense incurred any amount that is over the ceiling and is not reimbursed and by any personal amount.
This non-editable field displays the "not to exceed" ceiling for this mileage expense.
This field will be empty if there is no ceiling for this expense.
Supervisors with rights to modify their employees' expense reports can use this field to adjust the ceiling amount up or down depending on the expense and the explanations given. For all other users, this field is non-editable.
This non-editable field displays the new ceiling, which is the original ceiling plus any adjustments that were made.
This field displays the amount of the expense that is over the company defined ceiling amount. Whether it is reimbursed or not depends on how the expense type is configured.
Select this pushbutton to return to the previous page.
If you select this pushbutton, the information that you entered on this page will not be lost.
Select this pushbutton to move forward to the next page of the Mileage Wizard. If you have gone over the ceiling and the Require Over-Ceiling Explanation checkbox is selected in the Expense Types screen, you will be asked to explain why you went over the ceiling. You must enter a reason before continuing to the next page.
Select this pushbutton to return to the main Expense Report screen. If you select this pushbutton while entering a new expense, information regarding this expense will not be saved to the database. If you select this pushbutton when editing an existing expense, any changes that you made will not be saved to the database.
Select this pushbutton for instructions on what to do on this page of the Wizard.
The information you need to enter in the Expense Details page depends on the expense type selected. All available fields are required.
Use Calendar Lookup to select a date for the expense. This field is required regardless of the expense type selected.
Enter the number of units to be expensed in this optional field. It will display only if the Unit Label field has been entered in the Input Options tab of Expense Types screen. The value entered must match the formatting of the field. For example, if the field has a 0 in it, then you should enter 5. If the value has 0.00 then you can enter 5.62. But if the field has a 0 in it, you cannot enter 5.62.
Enter the number of units that were used for personal use. The system will multiply this number by the rate per unit, and the resulting amount will not be reimbursed to the employee. The value entered must match the formatting of the field. For example, if the field has a 0 in it, then you should enter 5. If the value has 0.00 then you can enter 5.62. But if the field has a 0 in it, you cannot enter 5.62.
The system calculates the value in this non-editable field by subtracting the personal number of units from the subtotal number of units (if the Starting/Ending Units checkbox in the Required Fields group box in the Input Options tab of the Expense Types screen is selected) or by subtracting the personal number of units from the number of (Units name) (if the Starting/Ending Units checkbox is NOT selected).
This field displays the rate at which each unit will be reimbursed. You can change this rate if the Override Unit Rate checkbox is selected in the Expense Types screen.
Use the drop-down box to select the user-defined value that was set up in the Expense Types screen and was used for this other expense. This field is required, if displayed. It will be available only if the expense type has been configured to require it.
If this user-defined field is not validated, as set up in the Expense Types screen, this field will be an edit field instead of a drop-down box.
Use the drop-down box to select the user-defined value that was set up in the Expense Types screen and was used for this other expense. This field is required, if displayed. It will be available only if the expense type has been configured to require it.
If this user-defined field is not validated, as set up in the Expense Types screen, this field will be an edit field instead of a drop-down box.
Use the drop-down box to select the user-defined value that was set up in the Expense Types screen and was used for this other expense. This field is required, if displayed. It will be available only if the expense type has been configured to require it.
If this user-defined field is not validated, as set up in the Expense Types screen, this field will be an edit field instead of a drop-down box.
This field will default a description of the expense type. It will be used in the Description field of the AP Voucher and the information displayed in the field is determined by the configuration of the expense type. This field is non-editable and is displayed regardless of the expense type selected.
Use this field to enter any comments regarding this other expense. This field is optional.
Select this pushbutton to return to the previous screen.
If you select this pushbutton, the information that you entered on this screen will not be lost.
Select this pushbutton to move forward to the next page of the Other Wizard.
Select this pushbutton to return to the main Expense Report screen. If you select this pushbutton while entering a new expense, no information regarding this expense will be saved to the database. If you select this pushbutton when editing an existing expense, any changes that you made will not be saved to the database.
Select this pushbutton for instructions on what to do on this page of the Other Wizard.
The Expense Amount page of the Other Wizard displays information regarding how much was spent, how payment was made, and ceiling information.
Enter information on this page in the currency in which the transaction occurred.
Use the drop-down box to select the method that was used to pay for this expense. The default pay method is determined by the expense type selected and how it was configured. The list of valid payment methods is determined by those set up in the employees' expense class.
Use the drop-down box to select the currency that was used to pay for this expense.
This field will display only if the expense report type selected has been configured to use multiple currencies (the Multicurrency checkbox is selected in the Expense Report Types screen).
Enter the full amount of the expense.
This may or may not be the amount that is reimbursed. Depending on how this expense type is configured, you may not be reimbursed for amounts that are over the ceiling amount.
Enter the amount of the expense that is personal.
This amount will not be reimbursed.
The system calculates this value. If the amount over the ceiling amount is NOT reimbursed, that amount will display in this field.
If the amount is under the ceiling amount or if the over ceiling amounts are reimbursed, this field will be zero.
The system calculates this field by subtracting from the expense incurred any amount that is over the ceiling and is not reimbursed and by any personal amount.
This field displays the exchange rate for the selected transaction currency and the user's pay currency. You can change this rate if the Modify Exchange Rate checkbox is selected in the Expense Classes screen.
This field will display only if the expense report type selected has been configured to use multiple currencies (the Multicurrency checkbox is selected in the Expense Report Types screen).
Enter the amount that is deemed "unallowable." This amount will be reimbursed.
The term "unallowable" is used by government contractors and government agencies to determine specific costs that must be subtracted from the financial statement bottom line. These amounts typically are routed to a separate General Ledger account for financial purposes only.
This non-editable field displays the "not to exceed" ceiling for this type of expense. The system calculates it on a "per day" basis, meaning that, if the expense is for three days, it multiplies the ceiling amount by three and displays the result here.
This field will be empty if there is no ceiling for this expense.
Supervisors with rights to modify their employees' expense reports can use this field to adjust the ceiling amount up or down depending on the expense and the explanations given. For all other users, this field is non-editable.
This non-editable field displays the new ceiling, which is the original ceiling plus any adjustments that were made.
This field displays the amount of the expense that is over the company-defined ceiling amount. Whether it is reimbursed or not depends on how the expense type is configured.
Select this pushbutton to return to the previous page.
If you select this pushbutton, the information that you entered on this page will not be lost.
Select this pushbutton to move forward to the next page of the Other Wizard. If you have gone over the ceiling and the Require Over-Ceiling Explanation checkbox has been selected in the Expense Types screen, you will be asked to explain why you went over the ceiling. You must enter a reason before continuing to the next page.
Select this pushbutton to return to the main Expense Report screen. If you select this pushbutton while entering a new expense, no information regarding this expense will be saved to the database. If you select this pushbutton when editing an existing expense, any changes that you made will not be saved to the database.
Select this pushbutton for instructions on what to do on this page of the Other Wizard.
The information you need to enter in the Expense Details page depends on the expense type selected. All available fields are required.
Use the Calendar Lookup to select a date for the expense. This field is required regardless of the expense type selected.
This field will be non-editable if the expense is an outstanding expense.
Use the drop-down box to select the provider that was used for this transportation expense. This field will be non-editable if the Provider checkbox is selected for this expense type in the Input Options tab of the Expense Types screen.
Use the drop-down box to select the user-defined value that was set up in the Expense Types screen and was used for this transportation expense. This field is required, if displayed. It will be available only if the expense type has been configured to require it.
If this user-defined field is not validated, as set up in the Expense Types screen, this field will be an edit field instead of a drop-down box.
Use the drop-down box to select the user-defined value that was set up in the Expense Types screen and was used for this transportation expense. This field is required, if displayed. It will be available only if the expense type has been configured to require it.
If this user-defined field is not validated, as set up in the Expense Types screen, this field will be an edit field instead of a drop-down box.
Use the drop-down box to select the user-defined value that was set up in the Expense Types screen and was used for this transportation expense. This field is required, if displayed. It will be available only if the expense type has been configured to require it.
If this user-defined field is not validated, as set up in the Expense Types screen, this field will be an edit field instead of a drop-down box.
Enter the ticket number that was used for this transportation expense. This field will display only if the Ticket Number checkbox is selected for this expense type in the Input Options tab of the Expense Types screen.
Select this checkbox to require the user to enter the itinerary when entering expenses against this expense type. This option is available when the Wizard Type is "Transportation."
Select this checkbox to give the user the option of recording unallowable amounts when entering expenses against this expense type. This checkbox is available for all Wizard Type options.
Use the Calendar Lookup to select the departure date for this transportation expense. This field is required regardless of the expense type selected.
Use the Calendar Lookup to select the return date for this transportation expense. This field is required regardless of the expense type selected.
This field will default a description of the expense type. It will be used in the Description field of the AP Voucher and the information displayed in the field is determined by the configuration of the expense type. This Display Only field will display regardless of the expense type selected.
Enter your itinerary in this field (e.g., "Washington, DC to Dallas, TX" or "Washington, DC /Dallas TX/San Francisco, CA"). This field is required regardless of the expense type selected, and will display only if the Itinerary checkbox is selected for this expense type in the Required Fields group box in the Input Options tab on the Expense Types screen.
Use this optional field to enter any comments regarding this transportation expense.
Select the Back pushbutton to return to the previous screen.
If you select this pushbutton, the information that you entered on this screen will not be lost. This pushbutton will only be displayed if you had to select an expense type before proceeding to the Expense Details screen.
Select the Next pushbutton to move forward to the next page of the Transportation Wizard.
Select the Cancel pushbutton to return to the main expense report screen. If you select this pushbutton while entering a new expense, no information regarding this expense will be saved to the database. If you select this pushbutton when editing an existing expense, any changes that you made will not be saved to the database.
Select the Help pushbutton for instructions on what to do on this page of the Transportation Wizard.
The Expense Amount page of the Transportation Wizard displays information regarding how much was spent, how payment was made, and ceiling information.
Enter information on this page in the currency in which the transaction occurred.
Use the drop-down box to select the method that was used to pay for this expense. The default pay method is determined by the expense type selected and how it was configured. The list of valid payment methods is determined by those set up in the employee's expense class.
This field will be non-editable if the expense is an outstanding expense (if it came from a credit card feed).
Use the drop-down box to select the currency that was used to pay for this expense.
This field will display only if the Multicurrency checkbox has been selected for this expense report type and will be non-editable if the expense is an outstanding expense (if it came from a credit card feed).
This field displays the exchange rate for the selected transaction currency and the user's pay currency. You can change this rate if the Modify Exchange Rate checkbox is selected in the Expense Classes screen.
This field will display only if the Multicurrency checkbox has been selected for this expense report type and will be non-editable if the expense is an outstanding expense (if it came from a credit card feed).
Enter the full amount of the expense.
Depending on how this expense type is configured, you may not be reimbursed for amounts that are over the ceiling amount. This field will be non-editable if the expense is an outstanding expense (if it came from a credit card feed.)
Enter the amount that is deemed "unallowable." This amount will be reimbursed.
The term "unallowable" is used by government contractors and government agencies to determine specific costs that must be subtracted from the financial statement "bottom line." These amounts typically are routed to a separate General Ledger account for financial purposes only.
Enter the amount of the expense that is personal.
This amount will not be reimbursed.
The system calculates this field by subtracting from the amount entered in the Expense Incurred field any amount that is over the ceiling and is not reimbursed.
If the amount is under the ceiling amount or if the over ceiling amounts are reimbursed, this field will be zero.
The system calculates this field by subtracting the amounts entered in the Personal and Non Reimbursable fields from the ceiling Expense Incurred amount.
This non-editable field displays the "not to exceed" ceiling for this type of lodging expense. The system calculates this value on a per day basis, meaning that, if the expense is for three days, the system multiplies the ceiling amount by three and displays the result here.
This field will be empty if there is no ceiling for this expense.
Supervisors with rights to modify their employees' expense reports can use this field to adjust the ceiling amount up or down depending on the expense and the explanations given. For all other users, this field is non-editable.
This non-editable field displays the new ceiling, which is the original ceiling plus any adjustments that were made.
This field displays the amount of the expense that is over the company-defined ceiling amount. Whether it is reimbursed or not depends on how the expense type is configured.
Select the Back pushbutton to return to the previous page.
If you select this pushbutton, the information that you entered on this page will not be lost.
Select this pushbutton to move forward to the next page of the Transportation Wizard. If you have gone over the ceiling and the Require Over-Ceiling Explanation checkbox has been selected in the Expense Types screen, you will be asked to explain why you went over the ceiling. You must enter a reason before continuing to the next page.
Select the Cancel pushbutton to return to the main Expense Report screen. If you select this pushbutton while entering a new expense, no information regarding this expense will be saved to the database. If you select this pushbutton when editing an existing expense, any changes that you made will not be saved to the database.
Select the Help pushbutton for instructions on what to do on this page of the Transportation Wizard.
The seven different types of Wizards you may find on an expense report are designed to facilitate the recording individual expenses on an expense report. Access to this each Wizard depends on how you set up your expense report types. Wizards are highly flexible and user-configurable according to the expense type and expense report type.
Wizards consist of individual pages where you provide information. When you complete one page, select the Next pushbutton to go to next page of questions. Depending on the configuration settings for the expense being recorded, the flow from one wizard page to the next may differ.
Start the Wizard by either selecting the Add hyperlink to add a new expense or clicking on an existing expense amount to edit/view it.
Whether an existing expense can be edited depends on the status of the expense report and your modification rights. If you are looking at your own expense report, you cannot edit it if any of the following are true:
The Expense Report has a "Voided" or "Processed" status.
The Expense Report is in the process of being exported.
You have read-only rights to the screen.
If your role allows you to look at another employee's expense report, the rules that determine whether or not you can modify the expense report are the same. In addition, your functional role must have the appropriate rights.
To add a new expense, click either the Add hyperlink or the name of the category that was set up for the expense report type you are adding the expense for. You will be taken to the first page of the Wizard.
When you want to edit an existing expense, select the amount in the hyperlink that corresponds to the date of the expense and the category you wish to edit.
If there is more than one expense for that date and category, you will be taken to the Select Expense screen where you can select the expense that you wish to edit.
If there is more than one expense for that date and category, you will be taken to the Select Expense screen where you will select the expense that you wish to edit. This screen contains a table with information that can help you determine the proper expense.
Based on the configuration of your expense class, the type of change that is made and the status of the expense report, you may need to enter an explanation for the change and re-sign the expense report. Then the expense report will go through the approval process again. These steps are required if any of the following occurs:
The user or supervisor changes the amount of the reimbursement.
The user or supervisor changes the allocation of the expense.
When an expense needs to be deleted from an expense report, select the amount hyperlink that corresponds to the date of the expense and the category that you wish to delete. You will be brought to the Expense Details screen for that expense. Select the Delete pushbutton.
Based on the configuration of your expense class and the status of the expense report, you may need to enter an explanation when deleting an expense. A confirmation message will appear to verify that the expense should be deleted. Once it is confirmed, the expense will be deleted from the expense report and you will return to the main expense report screen.
The following list of topics are features common to ALL Expense Wizards.