Expenses

2:29

Create and Submit Expenses

This action is performed by the Employee for Employee Expenses

Create and Submit and Expense Claim

1. Click on the File menu > Expenses (the Expenses form will open)
2. On the My Expenses tab, click the ADD icon to add a new Expense
3. Click on the EDIT button and edit any column that has a pencil icon next to the Header
4. Enter required information by double clicking in each column
5. Note:  Each Expense MUST be linked to a Project, Service Call, Opportunity or Purchase Order
6. Add any documentation such as receipts in the Documents sub tab (Documents grid Add icon)
7. On the Detail sub tab, select a Pay Method.  Failing to select this will produce an error upon submission (step 9 below)
8. Click the SAVE icon
9. Highlight one or several Expense Item rows in the My Expenses grid and from the Extended Menu, select “Submit Selected Items.”  The Item will clear from the grid.

1:15

Approve or Reject Expenses

This action is performed by the Supervisor of the Employee, to approve or reject Employee Expenses submitted by the Employee

Approve or Reject Employee Expenses

1. File Menu > Expenses (Expenses form will open)
2. Click on Approval Q tab.  The grid will display all Expenses awaiting approval
3. Use grid filter options to narrow results if needed
4. Select one or more Expense Item rows using the checkboxes in the checkbox column and from the Extended Menu, choose “Approve Selected Items,” “Reject Selected Items,” or “Delete Selected Items”
5. Actioned items will move from the Approval Q tab to the Review Q tab

1:19

Post Employee Expense Claim Items

This action is performed by Accounts Payable

Post Employee Expense Claim Items

1. Open Expense Queue (File Menu > Expenses).  The My Expenses grid will open.
2. Choose filters at top of grid
3. Choose status “Approved” to display all Expenses that have been approved, but not yet posted
4. Highlight Expense line to post
5. From Extended Menu, select “Post Selected Items.” Post date will default to today’s date, but may be changed in the pop-up window
6. Click OK – the Expense has now been posted

Note: both the debit and credit for the Expense are automatically written to the GL Journal and filed under the respective GL Accounts based on how the Expense was logged and how it was paid

2:43

Voucher Reimbursable Expense Claim Items

This action is typically performed by Accounts Payable

Voucher a Reimbursable Expense to Employee

Reimbursable Expenses need to be posted and vouchered.  The posting process for this is the same as the posting process for non-reimbursable Expenses.  See Post Employee Expense Claim procedure

1. Navigate to File Main Menu > Expenses > Review Q
2. Filter grid by Status UNPAID
3. Highlight Expense to be paid
4. From the grid Extended Menu, select “Voucher Selected Items.”  A new, unposted Voucher will be generated in a new window.  In EDIT mode, make any changes necessary and save.
5. Navigate back to the Expense window > Review tab and filter by PAID status – the reimbursable claim will now display with a Voucher No in the Voucher No column
6. To post the Voucher and release for payment, click on the Voucher No. The voucher will open in a new window.  The Payee tab will pre-populate with the submitting User’s name
7. On the Header tab, click the EDIT button
8. In the VenderInvoice No. field, enter the VenderInvoice No or click the checkmark to populate the field with today’s date
9. Save the form
10. From Extended Menu, select Post Voucher or Post Voucher and Release for Payment
11. All aspects of the Expense are tracked as Journal Entries and may be viewed on the AP Journal tab
12. If Post Voucher was selected above, open the window Extended Menu and select Release for Payment