Expense Receipts: To Approve Expense Receipts

The following activity will walk you through the process of approving expense receipts.

Story

Suppose that David Chubb, an employee of the sales department at the SweetLife Fruits & Jams company, had a business trip to the Italian Company customer, whose head office is in San Francisco. David bought the round-trip flight tickets from New York to San Francisco and paid $550 with a personal credit card. In San Francisco, David took a taxi and paid $55. also with a personal credit card.

In accordance with the SweetLife Fruits & Jams company's expense management policy, all expenses made by employees of the sales department that are greater than $50 but less than $100 must be approved by Ian Pick, the head of the sales department. All expenses receipts that are equal to or greater than $100 must be approved by Anna Johnson, the accountant.

First, acting as David Chubb, you will enter these expenses into the system to request reimbursement. Then, acting as Ian Pick, you will approve David's taxi expense. Finally, acting as Anna Johnson, you will approve David's flight ticket expense.

Configuration Overview

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

• On the Enable/Disable Features (CS100000) form, the Expense Management and Approval Workflow features have been enabled.
• On the Approval Maps (EP205015) form, the Expense Receipts approval map has been created. In accordance with the approval map, expense receipts of sales department employees ranging from $50 to $100 must be approved by Ian Pick, the head of the sales department. All expense receipts that are equal to or greater than $100 must be approved by Anna Johnson, the accountant.
• On the Time and Expenses Preferences (EP101000) form, the Expense Receipts approval map has been selected in the Expense Receipt Approval Map box.
• On the Non-Stock Items (IN202000) form, the TRAVEL and TAXI non-stock items with the Expense type have been created.
• On the Employees (EP203000) form, accounts for David Chubb, Ian Pick, and Anna Johnson have been created and associated with the respective user accounts.

Process Overview

First, you will create the expense receipts for the flight tickets and taxi payments on the Expense Receipt (EP301020) form. Then you will approve David's expense receipt for the taxi on the Expense Receipt form. Finally, you will approve the expense receipt for David Chubb's flight tickets on the Approvals (EP503010) 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 the First Expense Receipt

To create an expense receipt to enter the amount spent on the taxi, do the following:

1. Open the Expense Receipts (EP301010) form.
2. On the form toolbar, click Add New Record. The system opens the Expense Receipt (EP301020) form.
3. In the Summary area, select TAXI in the Expense Item box.
4. On the Details tab, specify the following settings:
   • Description: Taxi in San Francisco
   • Unit Cost: 55.00
   • Project/Contract: X-Non-Project Code
   • Paid With: Personal Account
5. Save the receipt and notice that it has the On Hold status.
6. On the form toolbar, click Submit.

   The status has changed to Pending Approval.

Step 2: Creating the Second Expense Receipt

To create the expense receipt for the purchased flight tickets, do the following while remaining on the Expense Receipt (EP301020) form:

1. On the form toolbar, click Add New Record.
2. In the Summary area, select TRAVEL in the Expense Item box.
3. On the Details tab, specify the following settings:
   • Description: Flight tickets to San Francisco and back
   • Unit Cost: 550.00
   • Project/Contract: X-Non-Project Code
   • Paid With: Personal Account
4. Save the receipt and notice that it has the On Hold status.
5. On the form toolbar, click Submit and notice that the receipt has been assigned the Pending Approval status.
6. Sign out from the system.

Step 3: Approving the First Expense Receipt

To approve David Chubb's expense receipt for the taxi payment, do the following:

1. Sign in to the system as Ian Pick, the head of the sales department, by using the pick username and the 123 password.
2. Open the Expense Receipts (EP301010) form.
3. In the Selection area, clear the Employee box to see the full list of the expense receipts that you are allowed to access.
4. Go to the Pending Approval tab. In the Receipt Number column, click the link to the expense receipt that you have created in Step 1 (with the Taxi in San Francisco description).

   The system opens the Expense Receipt (EP301020) form. Review the expense receipt and notice its Pending Approval status.

5. On the form toolbar, click Approve.

   The expense receipt's status has changed to Open. The expense receipt is approved and ready to be claimed.

6. Sign out from the system.

Step 4: Approving the Second Expense Receipt

To approve David Chubb's expense receipt for the flight ticket payment, do the following:

1. Sign in to the system as accountant Anna Johnson by using the johnson username and the 123 password.
2. Open the Approvals (EP503010) form.
3. Go to the My Approvals tab. Review David Chubb's expense receipt that you have created in Step 2 (with the Flight tickets to San Francisco and back description) and select the check box for the row.
4. On the form toolbar, click Approve.
5. After the processing has been completed, double-click the row with David Chubb's expense receipt.

   The system opens the expense receipt on the Expense Receipt (EP301020) form. Note that the expense receipt's status has changed to Open. The expense receipt is approved and ready to be claimed.

Both expense receipts for David Chubb's expenses have been approved and are now ready to be claimed.