Expense Receipt

Form ID: (EP301020)

On this form, you can specify the details of a new expense receipt. Also, you can use this form to view or edit the details of an existing expense receipt. For information about expense receipts, see Expense Receipts.

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 receipt and changes its status to . This command appears if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form, an approval map is specified for expense receipts on the Time and Expenses Preferences (EP101000) form, and the expense receipt has the Pending Approval status.
Claim	Generates an expense claim in which the selected expense receipt is included. This command is available only if the expense receipt has the Open status.
Hold	Changes the status of the expense receipt to On Hold, making it possible to adjust the receipt. This command appears if the expense receipt has the Rejected, Open or Pending Approval status.
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 (CS100000) form, an approval map is specified for expense receipts on the Time and Expenses Preferences (EP101000) form, and the receipt has the Pending Approval status.
Reject	Rejects the expense receipt and changes its status to Rejected. This command appears if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form, an approval map is specified for expense receipts on the Time and Expenses Preferences (EP101000) form, and the receipt has the Pending Approval status.
Submit	Submits the expense receipt for further processing and changes its status to Pending Approval (if approval is required for the expense receipt) or to Open (if no approval is required). For details about expense receipt approval, see Expense Receipt Approval. This command appears if the expense receipt has the On Hold status. Note: If you select an expense receipt that has the Pending bank transaction status on the Banking tab of the current form and click Submit, the system will display an error message.

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. The dialog box opens when you click Reassign.


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 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).
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 use the elements on this tab to create a new receipt or to select one of the existing receipts.


Element	Description
Receipt Number	The unique number of the expense receipt, which the system assigns when you save a newly entered receipt. The number is generated based on the numbering sequence specified for expense receipts on the Time and Expenses Preferences (EP101000) form.
Date	The date of the receipt. By default, the current business date is used when a new receipt is created.
Expense Item	The non-stock item of the expense, which determines the financial accounts, the default tax category, and the unit of measure used for the receipt.
Claimed by	The name of the employee who is claiming the expenses.
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 for the claim on the Financial tab of the Expense Claim (EP301000) form will reimburse the expenses and the branches specified in this box for the receipts will incur the expenses.
Status	The status of the expense receipt, which is set by the system. The status can be one of the following: On Hold: The expense receipt is new and has not been submitted for approval yet, or the receipt has been rejected and then put on hold while a user is adjusting it. Open: The expense receipt is ready to be added to an expense claim after it has been approved by an authorized approver (if approval is required for the expense receipt) or after it has been submitted for further processing (if approval is not required). Pending Approval: The expense receipt is pending approval. This status is assigned to an expense receipt if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and an approval map for expense receipts has been specified in the Expense Claim Approval Map box on the Time and Expenses Preferences (EP101000) form. Rejected: The expense receipt has been rejected by an authorized approver. Released: The expense claim associated with the expense receipt has been released.
Claim Amount	The amount to be reimbursed to the employee, which is calculated by the following rule: Claim Amount = Amount + Tax Total (if taxes are exclusive) + Tip Amount – Employee Part.
Tax Total	The total amount of tax or taxes calculated for the expense receipt.
Amount in Card Currency	The Claim Amount in the currency of the corporate card selected on the Details tab. This box appears on the form if the Multicurrency Accounting feature is enabled on the Enable/Disable Features (CS100000) form.

Details Tab

You use the elements on this tab to view or edit the details of the receipt.

Table 1. Expense Details Section
Element	Description
Description	The description of the expense.
Quantity	The quantity of the expense item that the employee purchased according to the receipt. The quantity is expressed in the units of measure specified for the selected expense non-stock item.
Unit Cost	The cost of one unit of the expense item. If a standard cost is specified for the expense non-stock item, it is used as the default unit cost, with respect to the effective date of the current standard cost.
Amount	If the amount is positive, the total amount of the receipt for tax-inclusive taxes, or the total amount before taxes for tax-exclusive taxes. If the amount is negative, this is the total amount of the refund for tax-inclusive taxes, or the total amount of the refund before taxes for tax-exclusive taxes.
UOM	The unit of measure of the expense item.
Employee Part	The part of the total amount that will not be paid back to the employee. Note: If the Amount is tax-inclusive, the Employee Part should include taxes as well. The Employee Part of the expense receipt paid with a corporate card must be zero because corporate card expenses cannot be split.
Tip Amount	The amount of nontaxable tips that will not be included in the tax base of the receipt. Tips will be included in accounts payable bills or accounts receivable 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. If the amount in the Amount box is negative, the tip amount must also be negative. This box is available only if the Non-Taxable Tip Item box on the Time and Expenses Preferences (EP101000) form is not empty.
Currency	The receipt currency, which can be any currency registered in the system. New currencies may be registered on the Currencies (CM202000) form. To change the currency rate, click the Rate Selection button. By default, the receipt currency is the currency specified as the default for the employee.
Ref. Nbr.	The reference number, which usually matches the number of the original receipt. You must fill in the reference number if the Require Ref. Nbr. in Expense Receipts check box in selected on the General tab of the Time and Expenses Preferences (EP101000) form.
Project/Contract	The project or contract, which should be specified if the employee incurred the expenses while working on a particular 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 box is unavailable; that is, the expense receipt cannot be associated with a project or contract. You can change the project for an expense receipt that has not yet been released if Personal Account or Corporate Card, Company Expense is selected in the Paid With box.
Project Task	The project task to which the expenses are related; 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 for an expense receipt that has not yet been released if 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.
Cost Code	The cost code with which this record is associated to track project costs and revenue. You can change the cost code for an expense receipt that has not yet been released if 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.
Expense Claim	The expense claim with which the expense receipt is associated. This setting cannot be edited if the receipt is included in a claim that has the Pending Approval, Approved, or Released status. If the receipt has the Rejected status, it cannot be included in any claim (that is, the list of available expense claims is empty for this receipt).
Expense Claim Status	The current status of the associated expense claim. The status can be one of the following: On Hold: The claim is a draft. This claim may include receipts with any status except Released. Pending Approval: The claim is in the approval process. This claim may include receipts with only the Open status. Approved: The claim has been approved. This claim may include receipts with only the Open status. Rejected: The claim has not been approved. This claim may include receipts with only the Open status. Released: The claim has been released. This claim may include receipts with only the Released status.
Paid With	The way the expense receipt is been paid. One of the following options can be selected: Personal Account: The company's expenses that are paid with a personal card and will be reimbursed by the company. This is the default option if the employee has no active corporate card assigned. Corporate Card, Company Expense: The company's expenses that are paid with a corporate card. This is the default option if the employee has an active corporate card assigned. Corporate Card, Personal Expense: The employee's personal expenses that are paid with a corporate card.
Corporate Card	An employee's active corporate card that is used to pay the expense receipt. The default corporate card, if any, is selected as follows: The corporate card used in the employee's most recent expense receipt is selected, if it is available. The most recent receipt is determined by the receipt's creation date. If the corporate card that was used most recently is unavailable—that is, inactive, deleted, or not assigned to the employee—the employee's only active card or the first active card the system finds for the employee. The first corporate card is the first card in the employee's card list; this list is sorted alphabetically by name. This box is unavailable if Personal Account is selected in the Paid With box. Note: If the Multiple Base Currency feature is enabled on the Enable/Disable Features (CS100000) form, the base currency of the cash account that corresponds to corporate card must be the same as the base currency of the employee.

Table 2. Tax Info SectionThis section specifies the tax settings that apply to an expense receipt.
Element	Description
Tax Zone	The tax zone to be used for tax calculation. The system inserts the tax zone by using the applicable rule, which it determines as follows: If the expense receipt is related to a particular project (that is, a project is selected on the Details tab of the current form) 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 system has not yet found an applicable rule, the system copies the default tax zone of the employee. This tax zone is specified in the Tax Zone box on the Financial Settings tab of the Employees (EP203000) form. The employee tax zone can be overridden in the claim. You can use this tax 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) are specified in the expense receipt. One of the following options can be selected: Gross: The Unit Cost, Amount, and Employee Part in the expense receipt include the tax amount. Net: The Unit Cost, Amount, and Employee Part in the expense receipt do not include the tax amount. Tax Settings: The system calculates the tax amount in the expense receipt according to the settings of the applicable tax or taxes. The default value of this setting is the value specified for the selected expense item. For more information, see Tax-Exclusive and Tax-Inclusive Amounts in Expense Receipts. This box appears only if the Net/Gross Entry Mode feature is enabled on the Enable/Disable Features (CS100000) form.
Tax Category	The tax category for the expense receipt. By default, this is the tax category specified for the selected expense item on the Non-Stock Items (IN202500) form.

Table 3. Field Service Details SectionThis section provides information about the field service document that is linked to the expense receipt. The section appears only if the *Service Management* feature is enabled on the Enable/Disable Features (CS100000) form.
Element	Description
Related Svc. Doc. Type	The type of the field service document to which the selected expense receipt is linked, which can be Service Order or Appointment.
Related Svc. Doc. Nbr.	The reference number of the service order or appointment that is linked to the selected expense receipt.
Billable in Svc. Doc.	A check box that indicates (if selected) that the expense receipt will be billed in the service order or appointment. Only expense receipts with the positive amounts can be billed in service orders and appointments. If the amount of the expense receipt is negative, this check box is unavailable for selection. The system will automatically clear this check box if you select the Billable check box in the Financial Details section of the current form.

Table 4. Financial Details SectionThe settings in this section are editable for an expense receipt with the *On Hold*, *Open*, or *Pending Approval* status or for an expense receipt included in a claim that can be modified (that is, when the claim has the *On Hold* status).
Element	Description
Billable	A check box that indicates (if selected) that the customer should be billed for the claim amount. You can use the Bill Expense Claims (EP502000) form to bill the customer if no project is specified. If the Service Management feature is enabled on the Enable/Disable Features (CS100000) form, the system will clear this check box if you select the Billable in Svc. Doc. check box in the Field Service Details section of the current 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. 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 location of the customer related to the expenses.
Expense Account	The expense account to which the system records 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. The segments of the expense subaccount are combined according to the settings specified on the Time and Expenses Preferences (EP101000) form.
Sales Account	The sales account to which the system records the part of the amount to charge the customer for. If the Billable check box is selected, the sales account specified for the expense non-stock item is filled in by default.
Sales Sub.	The corresponding subaccount the system uses to record the amount to charge the customer for. If the Billable check box is selected, the sales subaccount specified for the expense non-stock item is filled in by default. The segments of the sales subaccount are combined according to the settings specified on the Time and Expenses Preferences (EP101000) form.

Table 5. Image
Element	Description
Browse	Opens the file selection window, where you can select an image to upload.
Upload	Uploads the selected image to the system.

Taxes Tab

This tab shows the taxes that apply to the expense receipt and the discrepancy between the calculated tax amounts and the tax amounts a user entered on this tab.


Element	Description
Tax Discrepancy	The discrepancy between the tax amounts calculated by the system and the tax 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 tax applied to the expense receipt.
Tax Rate	The tax rate used for the tax.
Taxable Amount	The taxable amount used for calculating the tax.
Tax Amount	The calculated tax amount for the specific tax.
Deductible Tax Rate	The percent of deduction that applies to the tax amount paid.
Expense Amount	Non-deductible tax amount that is recorded as expenses.

Approval Details Tab

The tab holds information on approvals of the receipt. Authorized users can approve expense receipts on the current form by using the Approve action on the form toolbar, or they can use the Approvals (EP503010) form to approve expense receipts along with documents of other types. For details, see Expense Receipt Approval.

If the record is rejected, a reason is specified during the rejection process, and then the record is returned for editing, that rejection will be saved on the tab, and all other rejections and approvals will be removed.

This tab is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and an approval map is specified in the Expense Receipts Approval Map box on the Time and Expenses Preferences (EP101000) form.

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).

Banking Tab

On this tab, you can review the status and category of the bank transaction for which the expense receipt has been created.

This tab appears on the form if the Bank Feed Integration feature is enabled on the Enable/Disable Features (CS100000) form and if the expense receipt has been created from a bank transaction and matched to it.


Element	Description
Bank Transaction Status	The status of the bank transaction that produced this expense receipt. The status can be one of the following: Pending: The bank transaction has not yet been posted. Posted: The bank transaction has been posted.
Category	The expense category assigned to this expense receipt. The expense categories and the rules of their application are defined on the Expense Items tab of the Bank Feeds (CA205500) form.