Expense Claims: To Create an Expense Claim

The following activity will walk you through the process of creating an expense claim.

Story

Suppose that David Chubb, an employee of the sales department at the SweetLife Fruits & Jams company, had a business lunch with Chris Rea, manager at Blue Cafe, and discussed the Blue Cafe's purchase of new juicers. After the lunch, David took a taxi to return to work and paid $15 with a personal credit card.

Acting as David Chubb, you will enter an expense claim into the system and create the expense request for this claim on the fly.

Configuration Overview

In the U100 dataset, the following tasks have been performed to support this activity:

• The Expense Management feature has been enabled on the Enable/Disable Features (CS100000) form.
• On the Non-Stock Items (IN202000) form, the TAXI non-stock item with the Expense type has been created.
• On the Employees (EP203000) form, the account for David Chubb has been created and associated with the chubb user account.

Process Overview

You will create an expense claim for David Chubb's payment for a taxi on the Expense Claim (EP301000) form. Then you will specify an expense receipt's settings on the Details tab of the Expense Claim form and save the claim. You will submit the expense receipt on the Expense Receipt (EP301020) form and then submit the created expense claim on the Expense Claim form.

System Preparation

To sign in to the system and prepare to perform the instructions of the activity, do the following:

• Launch the MYOB Acumatica website, and sign in as David Chubb by using the chubb username and the 123 password.
• In the info area, in the upper-right corner of the top pane of the MYOB Acumatica screen, make sure that the business date in your system is set to today’s date. For simplicity, in this activity, you will create and process all documents in the system on this business date.

Step 1: Creating an Expense Claim

To create an expense claim for the taxi payment, do the following:

1. Open the Expense Claims (EP301030) form.
2. On the form toolbar, click Add New Record. The system opens the Expense Claim (EP301000) form.
3. In the Summary area, specify the following:
   1. Date: The current date (inserted automatically)
   2. Description: Taxi after the business lunch with Chris Rea, manager at Blue Cafe
   3. Claimed by: EP00000014-David Chubb (inserted automatically because you are signed in as David Chubb)
4. On the Details tab, add a new record and specify the following settings of a new expense receipt:
   • Date: The current date (inserted automatically)
   • Expense Item: TAXI
   • Description: Taxi after the business lunch with Chris Rea, the manager of Blue Cafe
   • Quantity: 1
   • Unit Cost: 15.00
   • Project/Contract: X-Non-Project Code
   • Paid With: Personal Account
5. On the form toolbar, click Save.

Step 2: Submitting the Expense Receipt

You can submit the expense claim only if the related expense receipt has the Open status. To submit the expense receipt and change its status to Open, do the following:

1. While you are still on the Expense Claim (EP301000) form, click the link in the Receipt Number column of the Details tab.

   The Expense Receipt (EP301020) form opens.

2. On the form toolbar, click Submit.

   The expense receipt’s status changes to Open. Now you can submit the expense claim.

Step 3: Submitting the Expense Claim

To submit the expense claim that you created in Step 1, do the following:

1. On the Expense Claims (EP301030) form, find the expense claim that you created in Step 1 and click its link in the Reference Nbr. column. This opens the claim on the Expense Claim (EP301000) form.
2. On the Details tab, make sure that the expense receipt has the Open status.
3. On the form toolbar, click Submit.

   The status of the expense claim changes to Approved. Now you can release the expense claim.