Expense Receipts

In MYOB Acumatica, an expense receipt is a record reflecting that an employee performed a transaction while working for your organization, thus incurring certain expenses.

Enabling of Expense Receipts

To enable the functionality of expense claims, you need to enable the Expense Management feature on the Enable/Disable Features (CS100000) form.

Properties of an Expense Receipt

Each receipt can have the following properties:

  • The expense non-stock item, which defines the financial accounts, the default tax calculation mode and tax category, and the unit of measure used for the receipt. If a standard cost is specified for the item, it is used as the default unit cost. Suppose, for example, that your company reimburses expenses that the employee incurs while using a personal vehicle for company purposes. In this case, the non-stock item would represent the mileage, and you can specify the standard rate per mile as the standard cost.
    Note: The expense subaccount is combined according to the settings specified on the Time and Expenses Preferences (EP101000) form.
  • The name of the employee who is claiming the expenses.
  • The default tax zone, which is copied from the employee's settings; a user can override the tax zone in a particular receipt. The overridden tax zone value can be saved and used as the default tax zone in new expense receipts and claims of the employee.
  • The total amount of the receipt, the tax amount (if applicable), the employee part (that is, the part of the total amount that will not be paid back to the employee), the tip amount (if applicable), and the claim amount (that is, 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).
  • The receipt currency, which can be any currency registered in the system. You can configure new currencies by using the Currencies (CM202000) form.
  • The reference number (optional) specified by the employee, which usually matches the number of the original receipt.
  • The project or contract, which should be specified if the employee incurred the expenses while working on a particular project or contract. (In this case, the customer associated with the project or contract is filled in automatically.)
  • The customer, which should be specified if the employee incurred the expenses while working for a particular customer.
  • The scanned image of the original receipt.
  • The tax calculation mode. If the Net/Gross Entry Mode feature is enabled on the Enable/Disable Features (CS100000) form, you can select whether the amounts that you enter in the expense receipt are tax-exclusive (net) or tax-inclusive (gross). For more information, see Tax-Exclusive and Tax-Inclusive Amounts in Expense Receipts.

Access to Expense Receipts

By using the Expense Receipts (EP301010) form, you can enter, view, and edit any of the following expense receipts:

  • Your own receipts
  • Receipts of employees in the workgroups at lower levels in the company tree than your workgroup
  • Receipts that require your approval
  • Receipts of employees for whom you are an appointed delegate; all delegates of an employee are listed on the Delegates tab of the Employees (EP203000) form

Also, you can view expense receipts included in the expense claims that require your approval.

On the Approvals (EP503010) form, which is available if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form, you can approve or reject receipts assigned to you, to the members of your workgroup, and to the members of the workgroups at lower levels in the company tree than your workgroup.

Statuses of an Expense Receipt

On the Expense Receipts form, you can also view the status of the expense receipt, which reflects its processing stage. Typical statuses for expense receipts might include the following:

  • On Hold: The 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 receipt is ready to be added to a claim after it has been approved (if approval is required for the receipt) or after it has been submitted for further processing (if approval is not required).
  • Pending Approval: The receipt is pending approval.
  • Rejected: The receipt has been rejected.
  • Released: The expense claim associated with the receipt has been released.

Approval of Expense Receipts

If the Approval Workflow feature is enabled on the Enable/Disable Features form, expense receipts that have been entered can be submitted for approval. For details, see Expense Receipt Approval.

Automatic Generation of Expense Receipts Based on Bank Feeds

If the Bank Feed Integration feature is enabled on the Enable/Disable Features (CS100000) form, you can integrate MYOB Acumatica with the Plaid or MX bank feeds. With this integration, users can automatically import bank transactions and create expense receipts based on these transactions. For details, see Integrating MYOB Acumatica with Bank Feeds.

Scanning of Expense Receipts in the Mobile App

You can scan expense receipts in MYOB mobile app to simplify the process of creating records on the Expense Receipts screen. When you take a photo of a receipt from this screen, the system analyzes the photo, recognizes values on the photo, and maps them to fields on the Expense Receipts screen. If the system maps any of the fields to values in the photo incorrectly, you can correct the mapping.

To use this functionality, you need to make sure that both of the following conditions are met:

  • A license that includes the Image Recognition Service feature and service keys has been obtained from MYOB and applied in the system.
  • The Image Recognition Service feature has been enabled on the Enable/Disable Features (CS100000) form.

If a license that does not meet these conditions is applied or the Image Recognition Service feature is not enabled, users can still create an expense receipt from a photo. However, in this case, the recognition process is not performed, and the elements of the created expense receipt contain empty or default values instead of recognized and mapped values.

For details, see To Scan an Expense Receipt.

Generation of Expense Claims

Expense receipts with the Open status can be claimed selectively or all at once to form expense claims. When you claim multiple receipts, they may form multiple claims where receipts will be grouped by their common properties. Receipts that have different employees, branches, or customers are always split into different claims. For details, see To Generate Expense Claims.

Also, if the Allow Mixed Tax Settings in Claims check box is selected on the Time and Expenses Preferences (EP101000) form, a user can add expense receipts with a different tax zone or tax calculation mode (or both) to one claim. When this expense claim is released, the system generates multiple Accounts Payable bills, each of which contains expense receipts with the same tax zone and tax calculation mode. For more information, see Expense Receipts with Mixed Tax Settings.