Expense Claims: To Release an Expense Claim

The following activity will walk you through the process of releasing 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, the manager at Blue Cafe and discussed the Blue Cafe's purchase of new juicers. David paid $20 for Chris’s lunch and $12 for a taxi by using a personal credit card. Chris asked David to submit these expenses and bill Blue Cafe for reimbursement.

Acting as David Chubb, you will enter the expenses into the system and claim them. Then you will release the expense claim and bill the customer to request reimbursement from Blue Cafe.

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 MEAL and TAXI non-stock items with the Expense type have been created.
• On the Employees (EP203000) form, the account for David Chubb has been created and associated with the chubb user account.
• On the Customers (AR303000) form, the BLUECAFE customer has been created.

Process Overview

You will create an expense claim on the Expense Claims (EP301030) form and add to it two expense receipts claimed by Chubb: one for the business lunch and one for the taxi. After that, you will submit the claim and release the expense claim. You will bill the customer on the Bill Expense Claims (EP502000) form and review the link to the AP bill 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:

1. Launch the MYOB Acumatica website, and sign in as David Chubb by using the chubb username and the 123 password.
2. 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 business lunch and taxi payments, 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 (EP301020) form.
3. In the Summary area, specify the following settings:
   1. Date: The current date (inserted automatically)
   2. Description: 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 row and specify the following settings:
   • Date: The current date (inserted automatically)
   • Ref. Nbr.: BX134556
   • Expense Item: MEAL
   • Description: Business lunch for Chris Rea, manager at Blue Cafe
   • Quantity: 1
   • Unit Cost: 20.00
   • Customer: BLUECAFE
   • Billable: Selected
   • Project/Contract: X-Non-Project Code
   • Paid With: Personal Account
5. On the form toolbar, click Save.
6. Add a new row and specify the following settings:
   • Date: The current date (inserted automatically)
   • Expense Item: TAXI
   • Description: Taxi for Chris Rea, manager at Blue Cafe
   • Quantity: 1
   • Unit Cost: 12.00
   • Customer: BLUECAFE
   • Billable: Selected
   • Project/Contract: X-Non-Project Code
   • Paid With: Personal Account
7. On the form toolbar, click Save.
8. Click the link in the Receipt Number column for the first row.

   The system opens the expense receipt on the Expense Receipt (EP301020) form.

9. On the form toolbar, click Submit.

   The status of the expense receipt changes to Open.

10. In the Receipt Number box of the Expense Receipt form, select the expense receipt that you created to reimburse the taxi expense.
11. On the form toolbar, click Submit.

    The status of the expense receipt changes to Open.

Step 2: Releasing an Expense Claim

To release the expense claim, do the following:

1. On the Expense Claims (EP301030) form, click the link in the Reference Nbr. column to open the $32 expense claim you created in Step 1.

   The system opens the Expense Claim (EP301000) form.

2. On the Details tab, make sure that the expense receipts have the Open status.
3. On the form toolbar, click Submit.

   The status of the expense claim has changed to Approved and the claim can be released.

4. On the form toolbar, click Release.

   The status of the expense claim has changed to Released.

Step 3: Billing a Customer

To bill the BLUECAFE customer for the incurred expenses, do the following:

1. On the Bill Expense Claims (EP502000) form, select the unlabeled check box for the row with the expense claim that you released in Step 2.
2. On the form toolbar, click Process.
3. After the system completes processing, close the Processing dialog box.
4. On the Expense Claim (EP301000) form, open the expense claim that you released in Step 2.
5. On the Financial tab, notice that the link to the AP bill has been added to the Link to AP table.

You have created and released the expense claim. You have also billed the customer.