To Create an Expense Receipt

You can create an expense receipt by using the Expense Receipts (EP301010) form as a starting point. From there, you can add a new expense receipt on the Expense Receipt (EP301020) form. On this form, you can create the following expense receipts:
  • Your own receipts
  • The receipts of employees in workgroups at lower levels in the company tree than your workgroup
  • The receipts of employees for whom you are an appointed delegate; all delegates of a particular employee are listed on the Delegates tab of the Employees (EP203000) form

To Create an Expense Receipt

  1. Open the Expense Receipts (EP301010) form.
  2. On the form toolbar, click Add New Record.

    The system navigates to the Expense Receipt form so that you can enter a new expense receipt.

  3. In the Summary area, specify the following:
    1. In the Date box, select the date when the receipt was issued.
    2. In the Expense Item box, select the expense non-stock item, which defines the type of the expense. From the settings of this item, the system copies the financial accounts, the default tax category, the standard cost, and the unit of measure used for the receipt.
      Note: If the Net/Gross Entry Mode feature is enabled on the Enable/Disable Features (CS100000) form, the default tax calculation mode is also copied from the settings of the selected expense item.
    3. In the Claimed by box, select the employee who is claiming the expenses.
    4. In the Branch box, select the branch that will reimburse the expenses to the employee.
  4. On the Details tab, in the Expense Details section, specify the receipt information as follows:
    1. In the Description box, type a brief description of the expenses. In the table on the Expense Receipts (EP301010) form, this description will be used as a link the user can click to open the current form and view the details of the receipt.
    2. In the Quantity box, type the quantity of the expense item that the employee purchased according to the receipt. The quantity is expressed in the unit of measure specified in the UOM box, which is the unit specified for the selected non-stock item on the Non-Stock Items form.
    3. Optional: In the Unit Cost box, manually override the default value (if one exists), which is the standard cost specified for a unit of the expense non-stock item, or specify the amount in the Amount box .
    4. In the Employee Part box, type the part of the total amount that will not be reimbursed to the employee (that is, the part for which the employee is responsible).
      Note: Note: If the amount in the Amount box includes taxes, the Employee Part should also be specified with the taxes included.
    5. In the Currency box, change the currency to that of the receipt, if necessary. If the currency of the receipt is not yet registered in the system, you can create a new currency by using the Currencies (CM202000) form.
    6. Optional: In the Ref. Nbr. box, type the number of the original receipt, which can be used for future reference.
    7. In the Project/Contract box, select the applicable project or contract if the employee incurred the expenses while working on a particular project or contract.
    8. In the Project Task box, select the project task to which the expenses are related.
    9. Optional: In the Expense Claim box, select an existing expense claim with which you want to associate the expense receipt.
  5. Optional: In the Tax Info section, change any of the default tax settings for the receipt as follows:
    1. In the Tax Zone box, specify the tax zone that applies to the expense receipt.
    2. In the Tax Calculation box, which is available if the Net/Gross Entry Mode feature is enabled on the Enable/Disable Features (CS100000) form, specify whether the entered amounts are tax-inclusive or tax-exclusive.
    3. In the Tax Category box, select the tax category for the expense item.
  6. In the Financial Details section, specify the information to classify the receipt as follows:
    1. Select the Billable check box if a customer should be billed for the expense amount.
    2. In the Customer box, select a customer if the employee incurred the expenses while working for a particular customer. If you have already selected a project or contract in the Project/Contract box, the system automatically filled in the customer and it cannot be changed.
  7. Optional: In the Image section, do the following:
    1. Click Browse to open the file selection window, and select the image of the original receipt.
    2. Click Upload to attach the image file to the expense receipt record.
  8. Optional: On the Taxes tab, correct the tax amounts in the Tax Amount column.
  9. On the form toolbar, click Save to save the expense receipt.