Expense Claim

Form ID: (EP301000)

On this form, you can specify the details of a new expense claim. Also, you can use this form to view or edit the details of an existing expense claim. For more information about expense claims, see Expense Claims.

This form is available if the Expense Management feature is enabled on the Enable/Disable Features (CS100000) form.

Form Toolbar

The form toolbar includes standard buttons and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands can be shown as buttons on the form toolbar, as commands on the More menu, or in both places. These commands are listed in the following table in alphabetical order.


Command	Description
Approve	Approves the expense claim and changes its status to Approved. This command appears if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form, an approval map is specified for expense claims on the Time and Expenses Preferences (EP101000) form, and the expense claim has the Pending Approval status.
Hold	Changes the status of the expense claim to On Hold, making it possible to adjust the claim. You can put an expense claim on hold if you are signed in as one of the following employees: The employee who has created the expense claim—that is, the employee selected in the Created By column on the Expense Claims (EP301030) form. The employee who is claiming the expense—that is, the employee selected in the Claimed By box in the Summary area of the current form. The appointed delegate of the employee who is claiming the expense—that is, any of the employees specified on the Delegates tab of the Employees (EP203000) form for the employee who is claiming the expense. This command appears if the expense claim has the Rejected, Approved or Pending Approval status.
Print	Navigates to the Expense Claim Details (EP612000) report.
Reassign	Opens the Reassign Approval dialog box, in which you can specify a new approver to reassign the selected record to this approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form. This command appears if the Approval Workflow feature is enabled on the Enable/Disable Features form, claim approval is configured, and the claim has the Pending Approval status.
Reject	Rejects the claim and changes its status to Rejected. This command appears if the Approval Workflow feature is enabled on the Enable/Disable Features form, claim approval is configured, and the claim has the Pending Approval status.
Release	Releases the claim; as a result, the system changes the status of the claim to Released and automatically generates a bill to reimburse the expenses to the employee. If the claim contains billable lines, the system also prepares records for billing the customer. If the related financial period is closed in accounts payable and posting to closed periods is not allowed, you can specify in the Post to Period box on the Financial tab of this form the open period to which the resulting bill should be posted. This command appears if the expense claim has the Approved status. For details on releasing expense claims, see Expense Claim Release.
Submit	Submits the expense claim for further processing and changes its status to Pending Approval (if approval is required for the claim) or to Approved (if no approval is required). This command appears if the expense claim has the On Hold status. For details about claim approval, see Expense Claim Approval.

Reassign Approval Dialog Box

In this dialog box, you can specify the new approver to whom you want to reassign the selected record or records.


Element	Description
New Approver	The name of the employee to whom you want to reassign the selected record or records.
Ignore Approver's Delegations	A check box that indicates (if selected) that the system will assign the selected records to the specified new approver but not to their delegate, even if the new approver is unavailable and has a delegation set up for the current date. If the check box is cleared and if the new approver is not available and has a delegation set up for the current date, the system will reassign the selected records to the delegate if the delegate is available. If the delegate is unavailable, the system will reassign the requests to the delegate of the delegate. The system will continue the search in this way until it assigns an approver that has no active delegations set up for the current date or it detects a loop in the chain of delegations (in which case you will have to specify a different approver).
This dialog box has the following buttons.
Reassign	Closes the dialog box and reassigns the selected record or records to the specified new approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form.
Cancel	Closes the dialog box and cancels the reassignment of the selected record or records to a new approver.

Summary Area

You can use the elements in this area to create a new claim or to select an existing claim.


Element	Description
Reference Nbr.	The unique reference number of the expense claim document, which the system assigns based on the numbering sequence specified for claims on the Time and Expenses Preferences (EP101000) form.
Status	The current status of the expense claim, which is set by the system and can be one of the following options: On Hold: The claim is a draft and cannot be released. Pending Approval: The claim is in the approval process. If the claim is approved, the status changes to Approved. Approved: The claim has been approved. Rejected: The claim has been rejected by the approver. Released: The claim has been released and then an AP bill in the employee's name has been generated.
Date	The date when the claim was entered.
Approval Date	The date when the claim was approved.
Description	A description of the claim.
Claimed by	The employee who is claiming the expenses. When the claim is released, an AP bill will be generated to this employee.
Currency	The currency of the claim.
Department ID	The department associated with the expense claim.
Customer	The applicable customer, which should be specified if the employee has incurred the expenses while working for a particular customer. If a contract or project is selected (in the Contract/Project column of the Details tab), the customer associated with this contract or project is automatically filled in and this box becomes read-only. If the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form, the list of customers may be limited based on the branch specified for the document. A customer is available for selection if the Restrict Visibility To box on the Financial tab of the Customers (AR303000) form is empty or contains the branch specified in this document (or the company or company group that contains the branch specified in this document).
Location	The company location associated with the claim.
Claim Total	The total amount of the claim, which is calculated as the sum of the amounts in the Claim Amount column for all the lines specified for the claim, with taxes applied.
VAT Taxable Total	The document total that is subject to VAT. This box is available only if the VAT Reporting feature is enabled on the Enable/Disable Features (CS100000) form. The VAT taxable amount is displayed in this box only if the Include in VAT Taxable Total check box is selected for the applicable tax on the Taxes (TX205000) form. If the check box is cleared, this box will be empty. Note: If the document contains multiple transactions with different taxes applied and each of the applied taxes has this check box selected, the taxable amount calculated for each line of the document will be added to the VAT Taxable Total box of the document.
VAT Exempt Total	The document total that is exempt from VAT. This total is calculated as the taxable amount for the tax with the Include in VAT Exempt Total check box selected on the Taxes form. This box is available only if the VAT Reporting feature is enabled on the Enable/Disable Features form.
Tax Total	The total amount of taxes calculated on the expense receipts that are included in the expense claim.

Details Tab

This tab has a table in which you can specify or view the details of the selected claim.

The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.


Button	Description
Add New Receipt	Opens the Expense Receipt (EP301020) form, where you can enter a new expense receipt, which will be included in this expense claim immediately after you save the changes.
Add Receipts	Opens the Add Receipts dialog box, where you can select unclaimed receipts to be included in the claim.

Table 1. Add Receipts Dialog Box
Column	Description
Included	An unlabeled check box that you select to include the receipt in the claim.
Receipt Number	The number of the expense receipt.
Date	The date of the expense receipt.
Ref. Nbr.	The reference number of the expense receipt.
Claimed By	The name of the employee who is claiming the expenses on the expense receipt.
Branch	The company branch that will incur the expenses.
Description	The expense description, which is displayed as a link. You can click the link to open the receipt on the Expense Receipt form, where you can view and edit its details.
Claim Amount	The part of the total amount of the receipt to be reimbursed to the employee.
Currency	The currency of the expense receipt.
Status	The status of the expense receipt. Only receipts with the Open, On Hold, or Pending Approval status can be added to an expense claim.
This dialog box has the following buttons.
Add	Adds the selected expense receipts to the claim.
Add & Close	Adds the selected expense receipts to the claim and closes the dialog box.
Close	Closes the dialog box without adding the selected expense receipts (if any) to the claim.

Table 2. Document Taxes Dialog Box
Element	Description
Tax Discrepancy	The discrepancy between the tax amounts calculated by the system and the amounts entered in the Tax Amount column (for tax-inclusive items). The discrepancy should not exceed the rounding limit specified in the Rounding Limit box on the General Ledger Preferences (GL102000) form. For more details, see Discrepancies Between Reported and Calculated Tax Amounts.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.


Column	Description
Tax ID	The identifier of the specific tax applicable to the expense item specified in the expense receipt.
Tax Rate	The tax rate used for calculating the tax.
Taxable Amount	The taxable amount used for calculating a specific tax.
Tax Amount	The tax amount for the specific tax.
Deductible Tax Rate	The percent of deduction that applies to the tax amount paid for specific purchases.
Expense Amount	The non-deductible tax amount that is recorded as expenses.

Table 3. Table
Column	Description
Date	The date when the expense was incurred.
Ref. Nbr.	The identifier of the transaction.
Expense Item	The expense identifier, if an expense of this type is listed as an inventory non-stock item.
Description	A description of the transaction, which you manually enter for each line of expense.
Quantity	The quantity of this expense item.
UOM	The unit of measure in which the quantity is shown.
Unit Cost	The cost of a unit of the expense item. If you enter expenses by using this tab and if a standard cost is specified for the expense non-stock item, the standard cost is used as the default unit cost, with respect to the effective date of the current standard cost.
Amount	The total amount paid for the expense item in the specified quantity.
Tax Amount	The total tax amount that is applicable to the expense receipt specified in the expense claim line.
Employee Part	The part of the total amount that will not be paid back to the employee. The amount depends on the company policy.
Tip Amount	The amount of non-taxable tips that will not be included in the tax base of the receipt. Tips will be included in AP bills or AR invoices (if the receipt is billable) as separate document lines for the non-stock item specified in the Non-Taxable Tip Item box on the General Settings tab of the Time and Expenses Preferences (EP101000) form. This column is available only if the Non-Taxable Tip Item box on the Time and Expenses Preferences form is not empty.
Claim Amount	The amount claimed by the employee, which is calculated as the total claim amount minus the employee part.
Currency	The currency of the expense receipt. However, if you enter a claim line directly, the currency value is read-only and the same as the claim currency.
Amount in Claim Curr.	The amount claimed by the employee, which is expressed in the currency of the expense claim.
Status	The status of the expense receipt, which can be one of the following: On Hold, Open, Pending Approval, Released, or Rejected.
Billable	A check box that indicates (if selected) that the claim amount (the total amount minus the employee's part) is billable to the customer.
Project/Contract	The project or customer contract associated with the expense claim, if the work performed was for a project or contract. You can select a project only if the Project Accounting feature is enabled on the Enable/Disable Features (CS100000) form.
Project Task	The task associated with the project. If you select a project that has the default project task, this task is automatically populated in the column. This box is available only if the Project Accounting feature is enabled on the Enable/Disable Features form.
Cost Code	The cost code with which this record is associated to track project costs and revenue. The box is available if the Cost Code feature is enabled on the Enable/Disable Features form.
Customer	The customer, which should be specified if the employee incurred the expenses while working for a particular customer. If a contract or project is selected, the customer associated with this contract or project is automatically filled in and the box becomes read-only.
Location	The identifier of the customer location associated with the expense, which may have a default value set to the customer location associated with the project or contract if a project or contract has been specified for this details line in the Project/Contract column.
Paid With	The way the expense receipt has been paid, which can be one of the following options: Personal Account: The company's expenses that are paid with a personal card and will be reimbursed by the company. Corporate Card, Company Expense: The company's expenses that are paid with a corporate card. Corporate Card, Personal Expense: The employee's personal expenses that are paid with a corporate card.
Corporate Card	The employee's corporate card that has been used to pay the expense receipt. The expense claim can contain all the employee's expense receipts paid with corporate cards as long as they have the same card currency.
Expense Account	The expense account to which the system should record the part of the expense to be paid back to the employee.
Expense Sub.	The corresponding subaccount the system uses to record the part of the expense to be paid back to the employee.
Sales Account	The sales account to which the system should record the part of the amount to charge the customer for. If the Billable check box is selected for this detail line, the sales account specified for the expense non-stock item is automatically filled in and the box becomes read-only. For intercompany documents, the sales account is specified depending on the option selected in the Use Intercompany Sales Account From box on the Accounts Receivable Preferences (AR101000) form: If Customer Location is selected, the system inserts the sales account specified in the Sales Account box on the GL Accounts tab of the Customer Locations (AR303020) form. If Inventory Item is selected, the system inserts the sales account specified in the Sales Account box on the GL Accounts tab of the Non-Stock Items (IN202000) form for the expense item.
Sales Sub.	The corresponding subaccount the system uses to record the amount to charge the customer for. If the Billable check box is selected for this detail line, the sales subaccount specified for the expense non-stock item is automatically filled in and the box becomes read-only.
Tax Category	The tax category associated with the expense receipt selected in the expense claim line.
Branch	The company branch that will incur the expenses. If multiple expense receipts associated with different branches are added to one expense claim, the branch specified on the Financial tab will reimburse the expenses and the branches specified in this column will incur the expenses.
AR Reference Nbr.	The reference number of the AR document created on release of the expense claim. The system creates documents as follows for the expense claim lines, depending on the value in the Paid With column: Personal Account: A single AP bill is created on the Bills and Adjustments (AP301000) form for all the expense claim lines with a positive amount and a single AP debit adjustment is created on the same form for all the expense claim lines with a negative amount. Corporate Card, Company Expense: An AP quick check is created on the Cash Purchases (AP304000) form for each expense claim line, if the Post Summarized Corporate Card Company Expenses check box in cleared on the General Settings tab of the Time and Expenses Preferences form. If the Post Summarized Corporate Card Company Expenses check box in selected, the system creates a separate AP quick check for each group of the expense claim lines with the same date, corporate card, and reference number. Corporate Card, Personal Expense: A single AP debit adjustment is created on the Bills and Adjustments form for all the expense claim lines.

Taxes Tab

This tab has a table that holds summary tax information about the taxes that are applicable to the receipts that are included in the claim.

Note: The tax information on this tab cannot be edited. To correct the tax information in the claim, you should edit the individual expense receipts included in the claim.


Element	Description
Tax Discrepancy	The total discrepancy amount between the tax amounts calculated by the system and the amounts entered in the Tax Amount column (for tax-inclusive items) for all receipts included in the claim. The discrepancy should not exceed the rounding limit specified in the Rounding Limit box on the General Ledger Preferences (GL102000) form. For more details, see Discrepancies Between Reported and Calculated Tax Amounts.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.


Column	Description
Tax ID	The identifier of the tax that is applied to one expense receipt or multiple expense receipts included in the claim.
Tax Rate	The tax rate for the specific tax.
Taxable Amount	The taxable amount for a specific tax calculated for the expense receipts included in the claim.
Tax Amount	The amount of tax charged for the expense receipts to be claimed.
Deductible Tax Rate	The percent of the deduction that applies to the tax amount paid.
Expense Amount	The non-deductible tax amount that is recorded as expenses.

Financial Tab

This tab provides information about the documents generated as a result of processing the claim.

Table 4. Link to AP Section
Element	Description
Branch	The branch of the employee who is the owner of this claim.
Post to Period	The period to which the AP document should be posted. You select an open period before releasing the expense claim if all of the following conditions are met: The date of the expense claim belongs to a period that has been closed in the accounts payable subledger. The Automatically Release AP Documents check box is selected on the Time and Expenses Preferences (EP101000) form. The Restrict Access to Closed Periods check box is selected on the General Ledger Preferences (GL102000) form. The selected period is copied to the Post Period box on the Bills and Adjustments form for the AP document created upon the release of the expense claim. You can edit this setting only after the expense claim has been submitted for approval.

Table 5. TableThis table lists the documents that have been generated when the expense claim was processed.
Element	Description
Type	The type of the related document.
Reference Nbr.	The reference number of the related document.
Amount	The total amount of the document.
Tax Zone	The tax zone specified in the document.
Tax Calculation Mode	The tax calculation mode specified in the document.
Status	The current status of the document.

Table 6. Default Tax Info Section
Element	Description
Tax Zone	The tax zone specified for the expense claim. The tax zone specified in this box provides the default value for the expense receipts created from the expense claim. If the Allow Mixed Tax Settings check box is selected on the Time and Expenses Preferences (EP101000) form, a user can combine receipts with different tax zones into one expense claim. By default, the system inserts the tax zone by using the first applicable rule it finds from the following: If the expense claim is related to a particular project and the Calculate Project-Specific Taxes check box is selected on the Projects Preferences (PM101000) form, the system copies the project's tax zone from the Cost Tax Zone box on the Addresses tab of the Projects (PM301000) form. If the expense claim is created from an expense receipt, the tax zone is copied from the Details tab (Tax Info section) of the expense receipt on the Expense Receipt (EP301020) form. If the system has not yet found an applicable rule, the system uses the default tax zone of the employee claiming the expenses. This tax zone is specified in the Tax Zone box on the Financial Settings tab of the Employees (EP203000) form. The employee's tax zone can be overridden in the claim. You can choose to use this zone as the default tax zone in the employee's expense claims and receipts.
Tax Calculation Mode	The tax calculation mode, which defines which amounts (tax-inclusive or tax-exclusive) should be entered in the expense receipt lines for the selected expense item. The following options are available: Tax Settings: The tax amounts in the expense claim lines are calculated according to the settings of the applicable tax or taxes. Gross: The amounts in the expense claim lines include taxes. Net: The amounts in the expense claim lines do not include taxes. The selected tax calculation mode affects expense receipts that you create by adding a row on the Details tab of this form or by using the Expense Receipt (EP301020) form. In newly created expense claims, the default value specified in this box is Tax Settings. In an expense claim created from an expense receipt, the default value is copied from this expense receipt. If the Allow Mixed Tax Settings check box is selected on the Time and Expenses Preferences form, you can combine receipts with different tax calculation modes to one expense claim. This box appears only if the Net/Gross Entry Mode feature is enabled on the Enable/Disable Features (CS100000) form.

Approval Details Tab

This tab holds information on approvals of the claim. Authorized users can approve expense claims on the current form by using the Approve action on the form toolbar, or they can use the Approvals (EP503010) form to approve expense claims along with documents of other types.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.


Column	Description
Assignee ID	The identifier of the employee who is assigned to approve the document.
Assigned To	The name of the employee who is assigned to approve the document.
Workgroup	The workgroup of the employee assigned to approve the document.
Approved By (ID)	The identifier of the employee who actually approved the document.
Approved By	The name of the employee who actually approved the document.
Approval Date	The date of the approval.
Status	The status of the document, which can be Pending Approval, Approved, or Rejected, depending on the approval action performed.
Reason	The reason the document has been approved or rejected (if applicable).