My Expense Sheets

The My Expenses – Expense Sheets page is where you enter expense items into your Expense Sheets. To navigate to expense sheets submitted within defined date ranges by selecting a time period in the Time Period pick list, or clicking the next/previous buttons when on the details page of any expense sheet. You can also select a start and finish date when searching for expense sheets.

An Expense Sheet has a status, which can be Open, Submitted, Approved or Rejected. The Open status means you can enter expense items and make other edits to your Expense Sheets. When you have finished filling out your Expense Sheets you should click the Submit button, which changes your Expense Sheets status to Submitted. Submitted Expense Sheets cannot be edited.

Submitted Expense Sheets can be reviewed and approved by an employee manager. If the manager finds a problem with an Expense Sheet they might reject it, which will revert the Expense Sheet back to its Open status, allowing you to correct any problem.

If your Expense Sheet status is Open you can delete it and start over with a new one by clicking the Delete button.

Expense Sheet Views

You can view your expense entries in an expense sheet which lists each expense in the expense sheet vertically. There is also a Printable View that can be found using the tools button which can be suitable for printing and signing by your manager if a hardcopy expense sheet is required.

Expense Sheet Rows

Expense entries are added by clicking the Add Expense button. You might be required to enter certain required fields such as client or project within the expense entry.

You can delete one or more rows at a time by checking the desired rows on your Expense Sheets and then clicking the minus or Delete Row button found on the far right of each expense entry row. You can also reorder expense entries by clicking the handles on the far left of each row and dragging it into a different position on the expense sheet.

Choosing Tasks

Your Expense Sheets may be configured for you to choose a Task, Project or other additional properties for each time entry. The exact set of properties you need to choose will depend on how your application administrator has set up the work breakdown structure (WBS) for your organization. Choosing a Task, Project, etc. will pop up the Task browser, which allows you to choose any level of the WBS.

You may narrow down the list of tasks shown in the browser by entering a query and clicking the Search button. You can refine your query using the '*' character. For instance, to return all tasks starting with the letter 't' enter the query 't*'. To find all tasks ending with the letter 't' enter '*t'. Searching for '*t*' is the same as just searching for 't' - it will return any task with the letter 't' in it.

Expense Sheet Summary Fields

Expense Sheet: Employee Name

Each expense sheet will have a link to the employee’s mini-profile that contains key setup information about that employee.

Sheet Description

The Sheet Description field, a required field, is entered at the top of the Expense Sheet, allows you to provide a useful description for the expense sheet that will distinguish it from other expense sheets.

Total Reimbursement

The Total Reimbursement field is a required field when multicurrency is enabled. Below the Total Reimbursement heading is a total reimbursement value. This value is link with the format of CURRENCY value. For example, $1,500.00 in Canadian Dollars will appear as CAD1,500.00. You can select a different reimbursement currency by clicking on this link and selecting a different currency from the currency pick list.  This list of currencies is managed by your system administrator. If a reimbursement currency, that you need, is missing, contact your system administrator for help.

Notes

The Notes field is where you complete a detailed note for approvers regarding the expense sheet. 

ID

The ID field is a read-only system-generated unique expense sheet ID used to track your expense sheet from creation through to final approval. 

Sheet Status

The Sheet Status shows the current state of the expense sheet. If the expense is unsubmitted, an unlocked icon will appear next to Unsubmitted. When the expense is submitted there will be locked icon next to Submitted. As managers with different approval levels approve the expense sheet, check marks will appear to the right of the lock icon. 

Expense Sheet Row Fields

Row Number (#)

The Row Number column indicates the row number for each entry. Approvers can refer specifically to these row numbers when rejecting expense sheets.

 

Date

The Date field, a required field, refers to the date during which the expense was incurred. 

Sheet

The Sheet field, a required field, refers to the date during which the expense was incurred. 

Expense

The Expense field, which is a required field, is a pick list where you select the expense type for the expense entry. The expense lookup dialog allows you to search by typing in a search box which will automatically return matching expense types by name, ID or description. Expense types will be memorized in your expense field pick list for future use.

Description

The Description field is to provide a detailed description of the expense entry.

Quantity

The Quantity field is meant for expense types, such as miles, that require a quantity value. For miles expense type, a set unit amount will calculate the total amount as follows: Quantity X Unit Amount = Amount. Where the quantity is empty, the system will assume a quantity of 1.0, and will allow you to enter and save the full amount in the Amount field.   

 

Unit Amount

The Unit Amount field is meant for expense types, such as miles, that require a unit amount value that is multiplied times a quantity value. The unit amount is set in the expense type profile under unit amount.

Expense Item Currency

The Expense Item Currency field is selected from a pick list of currency values. The expense item currency value will be used to convert the expense item amount to the reimbursement currency amount.

Amount

The Amount field is the amount of the expense entry. The amount is entered in the expense currency.

Receipt Image

The Receipt Image allows you to attach an image of the receipt for the expense entry.

Reimbursable

The reimbursable field is a check box that flags the expense entry as reimbursable.

Payment Method

The Payment Method field is a pick list of payment method values such as “Out-of-Pocket,” Visa or American Express.

ID

The ID field is a read-only system-generated unique expense entry ID used to track your expense entry.

Reimburse Amount

The Reimburse Amount field shows the system-calculated reimbursement amount for this expense entry.  You can override this amount by selecting the Override check box.

Exchange Rate

The Exchange Rate field shows the system-calculated exchange rate for this expense entry.  You can override this amount by selecting the Override check box.

Billable

The Billable field is check box that flags an expense entry as billable.

Other Expense Sheet Commands

There is a popup menu of additional Expense Sheets commands in the upper-right corner of the Expense Sheets. These commands include:

Copy Previous Expense Sheets will copy the rows and expense items entered on the previous Expense Sheets. This command will only be available if the current Expense Sheets has not been submitted and has no expense items, to avoid inadvertently overwriting your Expense Sheets.

Copy Previous Rows will copy the rows (but not the expense items) from the previous Expense Sheets. This command will only be available if the current Expense Sheets has not been submitted and has no expense items, to avoid inadvertently overwriting your Expense Sheets.

Copy Previous Day will copy the time entries for the previous day to the current day. This command will only be available when in the Day View and if the current Expense Sheets has not been submitted and the day has no expense items. If you choose this command for a Monday it will move back to Friday to look for previous time entries if none are found on the weekend.

Delete Expense Sheets will delete the current Expense Sheets. This command is only available if the current Expense Sheets has not been submitted.