Expense Claim

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.

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.

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 (CS100000) form, claim approval is configured, and the claim has the Pending Approval status.

This command appears if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form, claim approval is configured, and the claim has the Pending Approval status.

This command appears if the expense claim has the Approved status. For details on releasing expense claims, see Expense Claim Release.

This command appears if the expense claim has the On Hold status. For details about claim approval, see Expense Claim Approval.

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 business 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).

The current status of the expense claim, which is set by the system and can be one of the following options:

• On Hold: The expense claim is a draft and cannot be released.
• Pending Approval: The expense claim requires approval by the authorized approver. This status is assigned to the expense claim in the following cases:
  • If the Approval Workflow feature is disabled on the Enable/Disable Features form and in the employee settings, the employee manager is specified in the Reports To box on the General tab of the Employees (EP203000) form.
  • If the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and an approval map for expense claims has been specified in the Expense Claim Approval Map box on the Time and Expenses Preferences (EP101000) form.
• Approved: The expense claim has been submitted and approval is not required, or the expense claim has been approved by the authorized approver.
• Rejected: The expense claim has been rejected by the approver.
• Released: The expense claim has been released and the accounts payable documents have been generated.

This box appears on the form if the Multicurrency Accounting feature is enabled on the Enable/Disable Features (CS100000) form.

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).

On release of the expense claim, the system prepares the corresponding AP documents depending on the types of expense claim lines and the sign of the total claim amount for this type of lines. These documents are generated as follows:

• If the total claim amount is positive for the lines with the same value in the Paid With column, the system will generate an AP bill for the Personal Account lines, a cash purchase for the Corporate Card, Company Expense lines, or a debit adjustment for the Corporate Card, Personal Expense lines.
• If the total claim amount is negative for the lines with the same value in the Paid With column, the system will generate a cash return for the Corporate Card, Company Expense lines or a debit adjustment for the Personal Account lines.

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.

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 (TX205000) form.

This box is available only if the VAT Reporting feature is enabled on the Enable/Disable Features (CS100000) form.

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 amount of nontaxable 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 tab of the Time and Expenses Preferences (EP101000) form.

If the amount of the line is negative, you should specify the negative tip amount.

This column is available only if the Non-Taxable Tip Item box on the Time and Expenses Preferences (EP101000) form is not empty.

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 or contract only if the Project Accounting or Contract Management feature, respectively, is enabled on the Enable/Disable Features (CS100000) form.

If Corporate Card, Personal Expense is selected in the Paid With box, the expense receipt cannot be associated with a project or contract.

You can change the project if an expense receipt related to this expense claim line has not yet been released and Personal Account or Corporate Card, Company Expense is selected in the Paid With box.

The project task associated with the expense claim line; you can specify the project task if a project is specified. If you select a project that has the default project task, this task is automatically populated in the column.

You can change the project task if no expense receipt related to this expense claim line has been released yet and Personal Account or Corporate Card, Company Expense is selected in the Paid With box.

This box is available only if the Project Accounting feature is enabled on the Enable/Disable Features (CS100000) form.

The cost code with which this expense claim line is associated.

You can change the cost code if no expense receipt related to this expense claim line has been released yet and Personal Account or Corporate Card, Company Expense is selected in the Paid With box.

The box is available if the Cost Code feature is enabled on the Enable/Disable Features (CS100000) form.

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.

If a contract or project is selected, this is the default location of the customer associated with this contract or project.

• 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.

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.

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.

• 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: A cash purchase or cash return is created on the Cash Purchases (AP304000) form as follows, depending on the state of the Post Summarized Company Expenses by Corporate Card check box is cleared on the General tab of the Time and Expenses Preferences (EP101000) form:
  • If the check box is cleared, the system creates a separate cash purchase for each expense claim line with a positive amount; for each line with a negative amount, the system creates a cash return.
  • If the check box is selected, the system creates a single AP cash purchase (if the total amount is positive or 0) or cash return (if the total amount is negative) for each group of expense claim lines with the same date, corporate card, reference number, and tax calculation mode.
• Corporate Card, Personal Expense: A single AP debit adjustment is created on the Bills and Adjustments (AP301000) form for all the expense claim lines.

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 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 (AP301000) 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.

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:

1. 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.
2. 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.
3. 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.

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 (EP101000) 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.