Expense Receipts: To Create an Expense Receipt by Using the MYOB Mobile App

The following activity will walk you through the process of creating an expense receipt by using the MYOB mobile app.

Story

Suppose that David Chubb, an employee of the sales department at the SweetLife Fruits & Jams company, purchased food and drink during a break in the negotiations with a potential customer. During the break, David bought coffee and a pastry at the nearest cafe and paid $10 with a personal credit card.

Acting as David Chubb, you will use a mobile device to enter the expense into the system and request reimbursement.

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 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 receipt for David Chubb's coffee and pastry purchase on the Expense Receipts screen of the MYOB mobile app.

System Preparation

Before you start creating a new expense receipt in the system by using the MYOB mobile app, you should do the following:

1. Download and install the MYOB mobile app on the mobile device that you will use for creating an expense receipt in the system. The mobile app is available for iOS in the Apple Store and for Android in Google Play.
   Attention: The instructions in the activity steps below may slightly differ in the MYOB mobile app depending on whether the device is running iOS or Android.
2. Make sure that the MYOB Acumatica instance has been hosted over HTTPS or ask a system administrator to perform this task for you. For more information, see Preparation for the MYOB Acumatica Installation: System Environment.
3. Sign in to the MYOB mobile app as follows:
   1. On the mobile device, tap the application icon to launch the app.
   2. Optional: If you are signing in for the first time, in the Server URL box, enter the URL of your MYOB Acumatica instance (for example, https://my.site.acumatica.com).
   3. Optional: In the Account Name box, specify chubb.
   4. Tap Next.
   5. Sign in to the system as the sales manager by using the chubb username and the 123 password.

Step: Creating an Expense Receipt by Using the MYOB Mobile App

To create an expense receipt on the fly by using the MYOB mobile app, do the following:

1. On the main menu of the app, make sure that the U100 tenant is selected.
2. In the Time and Expenses workspace, tap the More menu next to the Expense Receipts tile.
3. Tap Create New.
   Tip: You can tap Capture Expense Receipt or Select Image to take a photo of the receipt or attach an existing one from your device. In a production environment, if your company’s license includes the Image Recognition for Expense Receipts feature and it is enabled, the system can automatically fill in an expense receipt with recognized values from the photo. For details, seeExpense Receipts: Scanning of Expense Receipts in the Mobile App .
4. On the Expense Receipt screen, which opens, specify the following settings:
   • Description: Coffee and pastry
   • Date: The current date
   • Expense Item: Meal and drinks
   • Unit Cost: 10
   • Paid With: Personal Account
5. Optional: At the top of the screen, tap the camera icon to take a photo of the receipt or attach an existing one from your device.
6. Tap Save to save the expense receipt.

   Note that the expense receipt's status is Open, which means that you can claim it.