Expense Receipt

Form ID: (EP301020)

On this form, you can specify the details of a new expense receipt. Also, you can use this form to view or edit the details of an existing expense receipt. For information about expense receipts, see Processing Expense Receipts.

This form is available if the Expense Management feature is enabled on the Enable/Disable Features (CS100000) form.

In This Topic [Hide/Show]

Form Toolbar
Reassign Approval Dialog Box
Summary Area
Details Tab
   Expense Details Section
   Related Document Section
   Image Section
   GL Accounts Section
Taxes Tab
   Tax Info Section
   Tax Totals Section
Approvals Tab
Banking Tab

Back to TopForm Toolbar

The form toolbar and More menu include the buttons and commands described below.

Command

Description

Approve

Approves the expense receipt and changes its status to Approved.
When you click this command, the Enter Reason dialog box opens if Is Optional or Is Required is selected in the Reason for Approval box on the Rule Actions tab of the Approval Maps (EP205015) form for the map. In the dialog box, you can (if Is Optional is selected) or must (if Is Required is selected) enter the reason the document is being approved.
This command is available if the expense receipt has the Pending Approval status.

Claim

Generates an expense claim in which the selected expense receipt is included.
This command is available only if the expense receipt has the Open status.

Hold

Changes the status of the expense receipt to On Hold, making it possible to adjust the receipt.
This command appears if the expense receipt has the Rejected, Open or Pending Approval status.

Reassign

Opens the Reassign Approval dialog box, in which you can specify a new approver to reassign the selected record to this approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form.
This command is available if the expense receipt has the Pending Approval status.

Reject

Rejects the expense receipt and changes its status to Rejected.
When you click this command, the Enter Reason dialog box opens if on the Rule Actions tab of the Approval Maps (EP205015) form for the applicable map, Is Optional or Is Required is selected as the reason for rejection. In the dialog box, you can (if Is Optional is selected) or must (if Is Required is selected) enter the reason the document is being rejected.
This command is available if the expense receipt has the Pending Approval status.

Submit

Submits the expense receipt for further processing and changes its status to Pending Approval (if approval is required for the expense receipt) or to Open (if no approval is required). For details about expense receipt approval, see Expense Receipts: Expense Receipt Approval.
This command appears if the expense receipt has the On Hold status.

If you select an expense receipt that has the Pending bank transaction status on the Banking tab of the current form and click Submit, the system will display an error message.

Back to TopReassign Approval Dialog Box

In this dialog box, you can specify the new approver to whom you want to reassign the selected record or records. The dialog box opens when you click Reassign.

Element	Description
New Approver	The name of the employee to whom you want to reassign the selected record or records.
Ignore Approver’s Delegations	A check box that indicates (if selected) that the system will assign the selected records to the specified new approver but not to their delegate, even if the new approver is unavailable and has a delegate specified for the current business date. If the check box is cleared and if the new approver is not available and has a delegate specified for the current date, the system will reassign the selected records to the delegate if they’re available. If the delegate is unavailable, the system will reassign the requests to the delegate of the delegate. The system will continue the search in this way until: It assigns an approver with no active delegations set up for the current date. It detects a loop in the chain of delegations. In this case, the system will prompt you to specify a different approver.
This dialog box has the following buttons.
Reassign	Closes the dialog box and reassigns the selected record or records to the specified new approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form.
Cancel	Closes the dialog box and cancels the reassignment of the selected record or records to the new approver.

Back to TopSummary Area

You use the elements on this tab to create a new receipt or to select one of the existing receipts.

Element	Description
Receipt Number	The unique number of the expense receipt, which the system assigns when you save a newly entered receipt. The number is generated based on the numbering sequence specified for expense receipts on the Time and Expenses Preferences (EP101000) form.
Status	The status of the expense receipt, which is set by the system. The status can be one of the following: On Hold: The expense receipt is new and has not been submitted for approval yet, or the receipt has been rejected and then put on hold while a user is adjusting it. Open: The expense receipt is ready to be added to an expense claim after it has been approved by an authorized approver (if approval is required for the expense receipt) or after it has been submitted for further processing (if approval is not required). Pending Approval: The expense receipt is pending approval. This status is assigned to an expense receipt if an approval map for expense receipts has been specified in the Expense Claim Approval Map box on the Time and Expenses Preferences (EP101000) form. Rejected: The expense receipt has been rejected by an authorized approver. Released: The expense claim associated with the expense receipt has been released.
Date	The date of the receipt. By default, the current business date is used when a new receipt is created.
Expense Item	The non-stock item of the expense, which determines the financial accounts, the default tax category, and the unit of measure used for the receipt.
Claimed By	The name of the employee who is claiming the expenses.
Branch	The company branch that will incur the expenses. If multiple expense receipts associated with different branches are added to one expense claim, the branch specified for the claim on the Financial tab of the Expense Claim (EP301000) form will reimburse the expenses and the branches specified in this box for the receipts will incur the expenses.
Claim Amount	The amount to be reimbursed to the employee, which is calculated by the following rule: Claim Amount = Amount + Tax Total (if taxes are exclusive) + Tip Amount – Employee Part.
Tax Total	The total amount of tax or taxes calculated for the expense receipt.
Amount in Card Currency	The Claim Amount in the currency of the corporate card selected on the Details tab.This box appears on the form if the Multicurrency Accounting feature is enabled on the Enable/Disable Features (CS100000) form.

Back to TopDetails Tab

You use the elements on this tab to view or edit the details of the receipt.

Expense Details Section

Element

Description

Description

The description of the expense.

Quantity

The quantity of the expense item that the employee purchased according to the receipt. The quantity is expressed in the units of measure specified for the selected expense non-stock item.

UOM

The unit of measure of the expense item.

Unit Cost

The cost of one unit of the expense item. If a standard cost is specified for the expense non-stock item, it is used as the default unit cost, with respect to the effective date of the current standard cost.

Amount

If the amount is positive, the total amount of the receipt for tax-inclusive taxes, or the total amount before taxes for tax-exclusive taxes. If the amount is negative, this is the total amount of the refund for tax-inclusive taxes, or the total amount of the refund before taxes for tax-exclusive taxes.

Employee Part

The part of the total amount that will not be paid back to the employee.

If the Amount is tax-inclusive, the Employee Part should include taxes as well.
The Employee Part of the expense receipt paid with a corporate card must be zero because corporate card expenses cannot be split.

Tip Amount

The amount of nontaxable tips that will not be included in the tax base of the receipt. Tips will be included in accounts payable bills or accounts receivable invoices (if the receipt is billable) as separate document lines for the non-stock item specified in the Non-Taxable Tip Item box on the General tab of the Time and Expenses Preferences (EP101000) form.
If the amount in the Amount box is negative, the tip amount must also be negative.
This box is available only if the Non-Taxable Tip Item box on the Time and Expenses Preferences (EP101000) form is not empty.

Currency

The receipt currency, which can be any currency registered in the system. New currencies may be registered on the Currencies (CM202000) form. To change the currency rate, click the Rate Selection button.
By default, the receipt currency is the currency specified as the default for the employee.

Ref. Nbr.

The reference number, which usually matches the number of the original receipt.
You must fill in the reference number if the Require Ref. Nbr. in Expense Receipts check box in selected on the General tab of the Time and Expenses Preferences (EP101000) form.

Paid With

The way the expense receipt is been paid.
One of the following options can be selected:

Personal Account: The company’s expenses that are paid with a personal card and will be reimbursed by the company. This is the default option if the employee has no active corporate card assigned.
Corporate Card, Company Expense: The company’s expenses that are paid with a corporate card. This is the default option if the employee has an active corporate card assigned.
Corporate Card, Personal Expense: The employee’s personal expenses that are paid with a corporate card.

Corporate Card

An employee’s active corporate card that is used to pay the expense receipt.
The default corporate card, if any, is selected as follows:

The corporate card used in the employee’s most recent expense receipt is selected, if it is available. The most recent receipt is determined by the receipt’s creation date.
If the corporate card that was used most recently is unavailable—that is, inactive, deleted, or not assigned to the employee—the employee’s only active card or the first active card the system finds for the employee. The first corporate card is the first card in the employee’s card list; this list is sorted alphabetically by name.

This box is unavailable if Personal Account is selected in the Paid With box.

If the Multiple Base Currency feature is enabled on the Enable/Disable Features (CS100000) form, the base currency of the cash account that corresponds to corporate card must be the same as the base currency of the employee.

Image Section

Element	Description
Uploading area	The area for displaying an uploaded image. You can upload an image by dragging it into this area.

GL Accounts Section

The settings in this section are editable for an expense receipt with the On Hold, Open, or Pending Approval status or for an expense receipt included in a claim that can be modified (that is, when the claim has the On Hold status).

Element	Description
Expense Account	The expense account to which the system records the part of the expense to be paid back to the employee.
Expense Sub.	The corresponding subaccount the system uses to record the part of the expense to be paid back to the employee. Based on whether the Billable check box is selected in this line, the system uses elements on the Time and Expenses Preferences (EP101000) form to compose this subaccount as follows: If the Billable check box is selected, it uses the rule specified in the Combine Billable Expense Sub. From box. If the Billable check box is cleared, it uses the rule specified in the Combine Non-Billable Expense Sub. From box.
Sales Account	The sales account to which the system records the part of the amount to charge the customer for. If the Billable check box is selected, the sales account specified for the expense non-stock item is filled in by default.
Sales Sub.	The corresponding subaccount the system uses to record the amount to charge the customer for. If the Billable check box is selected, the sales subaccount specified for the expense non-stock item is filled in by default. The segments of the sales subaccount are combined according to the settings specified on the Time and Expenses Preferences (EP101000) form.

Back to TopTaxes Tab

This tab shows the taxes that apply to the expense receipt and the discrepancy between the calculated tax amounts and the tax amounts a user entered on this tab.

Tax Info Section

This section specifies the tax settings that apply to an expense receipt.

Element	Description
Tax Zone	The tax zone to be used for tax calculation. The system inserts the tax zone by using the applicable rule, which it determines as follows: If the expense receipt is related to a project (that is, a project is selected in the Project/Contract box) and the Calculate Project-Specific Taxes check box is selected on the Projects Preferences (PM101000) form, the system copies the project's tax zone from the Cost Tax Zone box on the Summary tab of the Projects (PM301000) form. If the system hasn’t yet found an applicable rule, it copies the default tax zone of the employee. This tax zone is specified in the Tax Zone box on the Financial tab of the Employees (EP203000) form. You can override the tax zone in the expense receipt. If you do, a confirmation box opens asking whether you want to save the newly entered tax zone as the default for the employee’s expense claims and receipts. If you save it, the system applies this tax zone to new expense claims and receipts, even if it differs from the employee’s tax zone on the Employees (EP203000) form. To remove the previously saved default tax zone, you can clear the box and save the empty value. If you don’t save the tax zone, the system applies the selected tax zone only to the current expense receipt.
Tax Calculation Mode	The tax calculation mode, which defines which amounts (tax-inclusive or tax-exclusive) are specified in the expense receipt. One of the following options can be selected: Gross: The Unit Cost, Amount, and Employee Part in the expense receipt include the tax amount. Net: The Unit Cost, Amount, and Employee Part in the expense receipt do not include the tax amount. Tax Settings: The system calculates the tax amount in the expense receipt according to the settings of the applicable tax or taxes. The default value of this setting is the value specified for the selected expense item. For more information, see Expense Receipts: Taxes in Expense Receipts. This box appears only if the Net/Gross Entry Mode feature is enabled on the Enable/Disable Features (CS100000) form.
Tax Category	The tax category for the expense receipt. By default, this is the tax category specified for the selected expense item on the Non-Stock Items (IN202000) form.

Tax Totals Section

Element	Description
Tax Discrepancy	The discrepancy between the tax amounts calculated by the system and the tax amounts entered in the Tax Amount column (for tax-inclusive items). The discrepancy should not exceed the rounding limit specified in the Rounding Limit box on the Currencies (CM202000) form. For more details, see Expense Receipts: Taxes in Expense Receipts.
Tax Total	The total amount of tax or taxes calculated for the expense receipt.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Column	Description
Tax ID	The identifier of the tax applied to the expense receipt.
Tax Rate	The tax rate used for the tax.
Taxable Amount	The taxable amount used for calculating the tax.
Tax Amount	The calculated tax amount for the specific tax.
Deductible Tax Rate	The percent of deduction that applies to the tax amount paid.
Expense Amount	Non-deductible tax amount that is recorded as expenses.

Back to TopApprovals Tab

The tab shows information on the expense receipt approvals or rejections. The system automatically performs assignment for approval when expense receipts are taken off hold, in accordance with the approval map specified for expense receipts on the Time and Expenses Preferences (EP101000) form. Authorized users can approve expense receipts on the current form by using the Approve action on the form toolbar, or they can use the Approvals (EP503010) form to approve expense receipts along with documents of other types. For details, see Expense Receipts: Expense Receipt Approval.

This tab displays the approval entries associated with the selected record. If the record has existing Approved or Rejected entries and is put on hold for editing, these entries are preserved on the tab and the Obsolete check box is selected for them. Approval entries with a Pending decision are deleted. When the record is resubmitted for approval, new approval entries are created for this approval cycle.

This tab is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form.

The table toolbar has only standard buttons.

Column	Description
Assignee	The identifier of the employee who is assigned to approve the record.
Assignee Name	The name of the employee who is assigned to approve the record.
Workgroup	The workgroup of the employee who is assigned to approve the record.
Reviewer	The identifier of the employee who actually reviewed the record.
Reviewer Name	The name of the employee who actually reviewed of the record.
Date	The review date.
Decision	The approval decision made for the record, which can be Pending, Approved, or Rejected, depending on the approval action performed.
Reason	The reason the record has been approved or rejected (if applicable).
Obsolete	A check box that indicates (if selected) that the approval decision belongs to a previous approval cycle. The system selects the check box for all Approved and Rejected approval entries when the record is put on hold for editing.

Back to TopBanking Tab

On this tab, you can review the status and category of the bank transaction for which the expense receipt has been created.

This tab appears on the form if the Bank Feed Integration feature is enabled on the Enable/Disable Features (CS100000) form and if the expense receipt has been created from a bank transaction and matched to it.

Element	Description
Bank Transaction Status	The status of the bank transaction that produced this expense receipt. The status can be one of the following: Pending: The bank transaction has not yet been posted. Posted: The bank transaction has been posted.
Category	The expense category assigned to this expense receipt. The expense categories and the rules of their application are defined on the Expense Items tab of the Bank Feeds (CA205500) form.

Expense Receipt

Form ID:  ([~/?ScreenId=EP301020|EP301020]){br}

On this form, you can specify the details of a new expense receipt. Also, you can use this form to view or edit the details of an existing expense receipt. For information about expense receipts, see [HelpRoot_Organization\TimeExpenses_Process_Expense_Receipts_Mapref|Processing Expense Receipts].{br}

This form is available if the ''Expense Management'' feature is enabled on the [HelpRoot_FormReference\CS_10_00_00|Enable/Disable Features] ([~/?ScreenId=CS100000|CS100000]) form.{br}{TOC}
==Form Toolbar==[anchor|#_8380db12-587a-41a9-a96e-820576185289]
The form toolbar and More menu include the buttons and commands described below.[anchor|#table_svq_5dq_wx]
{| class="checklist" | width="100%" 
|- 
!width="20%" ! Command
!width="80%" ! Description
|- 
| '''Approve'''
| 
Approves the expense receipt and changes its status to ''Approved''.[anchor|#_5a909a7b-7bf0-4b6e-bc94-148bddf8587d]{br}

When you click this command, the '''Enter Reason''' dialog box opens if ''Is Optional'' or ''Is Required'' is selected in the '''Reason for Approval''' box on the '''Rule Actions''' tab of the [HelpRoot_FormReference\EP_20_50_15|Approval Maps] ([~/?ScreenId=EP205015|EP205015]) form for the map. In the dialog box, you can (if ''Is Optional'' is selected) or must (if ''Is Required'' is selected) enter the reason the document is being approved.{br}

This command is available if the expense receipt has the ''Pending Approval'' status.
|- 
| '''Claim'''
| 
Generates an expense claim in which the selected expense receipt is included. {br}

This command is available only if the expense receipt has the ''Open'' status.
|- 
| '''Hold'''
| [anchor|#_1f06541a-52b2-4418-87a7-3d4854bd1301]
Changes the status of the expense receipt to ''On Hold'', making it possible to adjust the receipt.{br}

This command appears if the expense receipt has the ''Rejected'', ''Open'' or ''Pending Approval'' status.
|- 
| '''Reassign'''
| 
Opens the [[#_b14e546d-a754-454d-b856-a9e4f98eab7d|Reassign Approval] dialog box, in which you can specify a new approver to reassign the selected record to this approver if the reassignment of approvals is allowed in the related rule of the approval map on the [HelpRoot_FormReference\EP_20_50_15|Approval Maps] ([~/?ScreenId=EP205015|EP205015]) form.{br}

This command is available if the expense receipt has the ''Pending Approval'' status.
|- 
| '''Reject'''
| 
Rejects the expense receipt and changes its status to ''Rejected''.[anchor|#_8f7a2421-ea38-4d1c-9d14-d8c072ec790f]{br}

When you click this command, the '''Enter Reason''' dialog box opens if on the '''Rule Actions''' tab of the [HelpRoot_FormReference\EP_20_50_15|Approval Maps] ([~/?ScreenId=EP205015|EP205015]) form for the applicable map, ''Is Optional'' or ''Is Required'' is selected as the reason for rejection. In the dialog box, you can (if ''Is Optional'' is selected) or must (if ''Is Required'' is selected) enter the reason the document is being rejected.{br}

This command is available if the expense receipt has the ''Pending Approval'' status.
|- 
| '''Submit'''
| 
Submits the expense receipt for further processing and changes its status to ''Pending Approval'' (if approval is required for the expense receipt) or to ''Open'' (if no approval is required). For details about expense receipt approval, see [HelpRoot_Organization\TimeExpenses_Process_Expense_Receipts_Approval|Expense Receipts: Expense Receipt Approval].{br}

This command appears if the expense receipt has the ''On Hold'' status.((({S:Warn}If you select an expense receipt that has the ''Pending'' bank transaction status on the '''Banking''' tab of the current form and click '''Submit''', the system will display an error message.
)))
|}[anchor|#_b14e546d-a754-454d-b856-a9e4f98eab7d]
==Reassign Approval Dialog Box==
In this dialog box, you can specify the new approver to whom you want to reassign the selected record or records. The dialog box opens when you click '''Reassign'''.[anchor|#_f8630d18-b576-47f9-bc64-d39b10beceba]
{| class="checklist" | width="100%" 
|- 
!width="20%" ! Element
!width="80%" ! Description
|- 
| '''New Approver'''
| The name of the employee to whom you want to reassign the selected record or records.
|- 
| '''Ignore Approver&rsquo;s Delegations'''
| 
A check box that indicates (if selected) that the system will assign the selected records to the specified new approver but not to their delegate, even if the new approver is unavailable and has a delegate specified for the current business date.{br}

If the check box is cleared and if the new approver is not available and has a delegate specified for the current date, the system will reassign the selected records to the delegate if they’re available. If the delegate is unavailable, the system will reassign the requests to the delegate of the delegate. The system will continue the search in this way until:[anchor|#ul_hnr_hyq_ggc]
*It assigns an approver with no active delegations set up for the current date.
*It detects a loop in the chain of delegations. In this case, the system will prompt you to specify a different approver.

|- 
| colspan="2" | This dialog box has the following buttons.
|- 
| '''Reassign'''
| Closes the dialog box and reassigns the selected record or records to the specified new approver if the reassignment of approvals is allowed in the related rule of the approval map on the [HelpRoot_FormReference\EP_20_50_15|Approval Maps] ([~/?ScreenId=EP205015|EP205015]) form.
|- 
| '''Cancel'''
| Closes the dialog box and cancels the reassignment of the selected record or records to the new approver.
|}
==Summary Area==
You use the elements on this tab to create a new receipt or to select one of the existing receipts.[anchor|#table_bwg_wfq_wx]
{| class="checklist" | width="100%" 
|- 
!width="20%" ! Element
!width="80%" ! Description
|- 
| '''Receipt Number'''
| The unique number of the expense receipt, which the system assigns when you save a newly entered receipt. The number is generated based on the numbering sequence specified for expense receipts on the [HelpRoot_FormReference\EP_10_10_00|Time and Expenses Preferences] ([~/?ScreenId=EP101000|EP101000]) form.
|- 
| '''Status'''
| 
The status of the expense receipt, which is set by the system. {br}

The status can be one of the following:[anchor|#ul_avz_tqw_wx]
*''On Hold'': The expense receipt is new and has not been submitted for approval yet, or the receipt has been rejected and then put on hold while a user is adjusting it.
*''Open'': The expense receipt is ready to be added to an expense claim after it has been approved by an authorized approver (if approval is required for the expense receipt) or after it has been submitted for further processing (if approval is not required).
*''Pending Approval'': The expense receipt is pending approval.
*:This status is assigned to an expense receipt if an approval map for expense receipts has been specified in the '''Expense Claim Approval Map''' box on the [HelpRoot_FormReference\EP_10_10_00|Time and Expenses Preferences] ([~/?ScreenId=EP101000|EP101000]) form.
*''Rejected'': The expense receipt has been rejected by an authorized approver.
*''Released'': The expense claim associated with the expense receipt has been released.

|- 
| '''Date'''
| The date of the receipt. By default, the current business date is used when a new receipt is created.
|- 
| '''Expense Item'''
| The non-stock item of the expense, which determines the financial accounts, the default tax category, and the unit of measure used for the receipt.
|- 
| '''Claimed By'''
| The name of the employee who is claiming the expenses. 
|- 
| '''Branch'''
| The company branch that will incur the expenses. If multiple expense receipts associated with different branches are added to one expense claim, the branch specified for the claim on the '''Financial''' tab of the [HelpRoot_FormReference\EP_30_10_00|Expense Claim] ([~/?ScreenId=EP301000|EP301000]) form will reimburse the expenses and the branches specified in this box for the receipts will incur the expenses.
|- 
| '''Claim Amount'''
| The amount to be reimbursed to the employee, which is calculated by the following rule: '''Claim Amount''' = '''Amount''' + '''Tax Total''' (if taxes are exclusive) + '''Tip Amount''' – '''Employee Part'''.
|- 
| '''Tax Total'''
| The total amount of tax or taxes calculated for the expense receipt. 
|- 
| '''Amount in Card Currency'''
| The '''Claim Amount''' in the currency of the corporate card selected on the '''Details''' tab.
This box appears on the form if the ''Multicurrency Accounting'' feature is enabled on the [HelpRoot_FormReference\CS_10_00_00|Enable/Disable Features] ([~/?ScreenId=CS100000|CS100000]) form.
|}[anchor|#1]
==Details Tab==
You use the elements on this tab to view or edit the details of the receipt.[anchor|#table_wql_wzt_dp]
===Expense Details Section===
{| class="checklist" | width="100%" 
|- 
!width="20%" ! Element
!width="80%" ! Description
|- 
| '''Description'''
| The description of the expense.
|- 
| '''Quantity'''
| The quantity of the expense item that the employee purchased according to the receipt. The quantity is expressed in the units of measure specified for the selected expense non-stock item.
|- 
| '''UOM'''
| The unit of measure of the expense item. 
|- 
| '''Unit Cost'''
| The cost of one unit of the expense item. If a standard cost is specified for the expense non-stock item, it is used as the default unit cost, with respect to the effective date of the current standard cost.
|- 
| '''Amount'''
| If the amount is positive, the total amount of the receipt for tax-inclusive taxes, or the total amount before taxes for tax-exclusive taxes. If the amount is negative, this is the total amount of the refund for tax-inclusive taxes, or the total amount of the refund before taxes for tax-exclusive taxes.
|- 
| '''Employee Part'''
| 
The part of the total amount that will not be paid back to the employee.((({S:Warn}[anchor|#_ba1c33bd-bf5a-4aba-8ec0-2da568b3c31e]
*If the '''Amount''' is tax-inclusive, the '''Employee Part''' should include taxes as well.
*The '''Employee Part''' of the expense receipt paid with a corporate card must be zero because corporate card expenses cannot be split.
)))
|- 
| '''Tip Amount'''
| 
The amount of nontaxable tips that will not be included in the tax base of the receipt. Tips will be included in accounts payable bills or accounts receivable invoices (if the receipt is billable) as separate document lines for the non-stock item specified in the '''Non-Taxable Tip Item''' box on the '''General''' tab of the [HelpRoot_FormReference\EP_10_10_00|Time and Expenses Preferences] ([~/?ScreenId=EP101000|EP101000]) form.{br}

If the amount in the '''Amount''' box is negative, the tip amount must also be negative.{br}

This box is available only if the '''Non-Taxable Tip Item''' box on the [HelpRoot_FormReference\EP_10_10_00|Time and Expenses Preferences] ([~/?ScreenId=EP101000|EP101000]) form is not empty.
|- 
| '''Currency'''
| 
The receipt currency, which can be any currency registered in the system. New currencies may be registered on the [HelpRoot_FormReference\CM_20_20_00|Currencies] ([~/?ScreenId=CM202000|CM202000]) form. To change the currency rate, click the Rate Selection button.{br}

By default, the receipt currency is the currency specified as the default for the employee.
|- 
| '''Ref. Nbr.'''
| 
The reference number, which usually matches the number of the original receipt.{br}

You must fill in the reference number if the '''Require Ref. Nbr. in Expense Receipts''' check box in selected on the '''General''' tab of the [HelpRoot_FormReference\EP_10_10_00|Time and Expenses Preferences] ([~/?ScreenId=EP101000|EP101000]) form.
|- 
| '''Paid With'''
| 
The way the expense receipt is been paid. {br}

One of the following options can be selected:[anchor|#_1411788c-144d-4520-a3e0-8f3e519271a5]
*''Personal Account'': The company&rsquo;s expenses that are paid with a personal card and will be reimbursed by the company. This is the default option if the employee has no active corporate card assigned.
*''Corporate Card, Company Expense'': The company&rsquo;s expenses that are paid with a corporate card. This is the default option if the employee has an active corporate card assigned.
*''Corporate Card, Personal Expense'': The employee&rsquo;s personal expenses that are paid with a corporate card.

|- 
| '''Corporate Card'''
| 
An employee&rsquo;s active corporate card that is used to pay the expense receipt.{br}

The default corporate card, if any, is selected as follows:[anchor|#_fa68e37c-f829-43e1-a6d0-98e9b677a9d5]
*The corporate card used in the employee&rsquo;s most recent expense receipt is selected, if it is available. The most recent receipt is determined by the receipt&rsquo;s creation date.
*If the corporate card that was used most recently is unavailable—that is, inactive, deleted, or not assigned to the employee—the employee&rsquo;s only active card or the first active card the system finds for the employee. The first corporate card is the first card in the employee&rsquo;s card list; this list is sorted alphabetically by name.

This box is unavailable if ''Personal Account'' is selected in the '''Paid With''' box.[anchor|#note_s5c_w2v_rqb]((({S:Warn}If the ''Multiple Base Currency'' feature is enabled on the [HelpRoot_FormReference\CS_10_00_00|Enable/Disable Features] ([~/?ScreenId=CS100000|CS100000]) form, the base currency of the cash account that corresponds to corporate card must be the same as the base currency of the employee.
)))
|}[anchor|#_fba2baf8-24ef-4c6c-9521-f860cb68c5c2]
===Related Document Section===This section provides information about the related documents linked to the expense receipt. 
{| class="checklist" | width="100%" 
|- 
!width="20%" ! Element
!width="80%" ! Description
|- 
| '''Expense Claim'''
| The expense claim with which the expense receipt is associated. This setting cannot be edited if the receipt is included in a claim that has the ''Pending Approval'', ''Approved'', or ''Released'' status. If the receipt has the ''Rejected'' status, it cannot be included in any claim (that is, the list of available expense claims is empty for this receipt).
|- 
| '''Expense Claim Status'''
| 
The current status of the associated expense claim.{br}

The status can be one of the following: [anchor|#ul_hc3_hsw_wx]
*''On Hold'': The claim is a draft. This claim may include receipts with any status except ''Released''.
*''Pending Approval'': The claim is in the approval process. This claim may include receipts with only the ''Open'' status.
*''Approved'': The claim has been approved. This claim may include receipts with only the ''Open'' status.
*''Rejected'': The claim has not been approved. This claim may include receipts with only the ''Open'' status.
*''Released'': The claim has been released. This claim may include receipts with only the ''Released'' status.

|- 
| '''Project/Contract'''
| 
The project or contract, which should be specified if the employee incurred the expenses while working on a particular project or contract. {br}

You can select a project or contract only if the ''Projects'' or ''Contract Management'' feature, respectively, is enabled on the [HelpRoot_FormReference\CS_10_00_00|Enable/Disable Features] ([~/?ScreenId=CS100000|CS100000]) form.{br}

If ''Corporate Card, Personal Expense'' is selected in the '''Paid With''' box, the box is unavailable; that is, the expense receipt cannot be associated with a project or contract.{br}

You can change the project for an expense receipt that has not yet been released if ''Personal Account'' or ''Corporate Card, Company Expense'' is selected in the '''Paid With''' box.
|- 
| '''Project Task'''
| 
The project task to which the expenses are related; you can specify the project task if a project is specified. If you select a project that has the default project task, this task is automatically populated in the column.{br}

You can change the project task for an expense receipt that has not yet been released if ''Personal Account'' or ''Corporate Card, Company Expense'' is selected in the '''Paid With''' box.{br}

This box is available only if the ''Projects'' feature group is enabled on the [HelpRoot_FormReference\CS_10_00_00|Enable/Disable Features] ([~/?ScreenId=CS100000|CS100000]) form.
|- 
| '''Cost Code'''
| 
The cost code with which this record is associated to track project costs and revenue.{br}

The system populates the cost code based on this priority:[anchor|#_c9b80baf-4a7b-44d5-8b85-317f4437eb7e]
#Project task
#Labor (non-stock) item

If the system finds no applicable cost code, the box remains empty.{br}

You can change the cost code for an expense receipt that has not yet been released if ''Personal Account'' or ''Corporate Card, Company Expense'' is selected in the '''Paid With''' box.{br}

This box is shown only if the ''Cost Codes'' feature is enabled on the [HelpRoot_FormReference\CS_10_00_00|Enable/Disable Features] ([~/?ScreenId=CS100000|CS100000]) form.
|- 
| '''Related Svc. Doc. Type'''
| The type of the field service document to which the selected expense receipt is linked, which can be ''Service Order'' or ''Appointment''. The box appears only if the ''Service Management'' feature is enabled on the [HelpRoot_FormReference\CS_10_00_00|Enable/Disable Features] ([~/?ScreenId=CS100000|CS100000]) form.
|- 
| '''Related Svc. Doc. Nbr.'''
| The reference number of the service order or appointment that is linked to the selected expense receipt.
Service documents available for selection in this box are the documents associated with the customer selected in the '''Customer''' box and, if applicable, the project selected in the '''Project/Contract''' box on the current form.{br}

The box appears only if the ''Service Management'' feature is enabled on the [HelpRoot_FormReference\CS_10_00_00|Enable/Disable Features] ([~/?ScreenId=CS100000|CS100000]) form.((({S:Warn}To associate an expense receipt with a service document, the branch specified in the selected service document must match the branch specified in the '''Branch''' box in the Summary area of the current form.
)))
|- 
| '''Billable in Svc. Doc.'''
| 
A check box that indicates (if selected) that the expense receipt will be billed in the service order or appointment.{br}

Only expense receipts with the positive amounts can be billed in service orders and appointments. If the amount of the expense receipt is negative, this check box is unavailable for selection.{br}

The system will automatically clear this check box if you select the '''Billable''' check box.{br}

The check box appears only if the ''Service Management'' feature is enabled on the [HelpRoot_FormReference\CS_10_00_00|Enable/Disable Features] ([~/?ScreenId=CS100000|CS100000]) form.
|- 
| '''Customer'''
| 
The customer, which should be specified if the employee incurred the expenses while working for a particular customer. {br}

If a contract or project is selected, the customer associated with this contract or project is automatically filled in and the box becomes read-only.[anchor|#_0af1a574-feec-4e6e-9864-75b10e7ba6fd]{br}

If the ''Customer and Vendor Visibility Restriction'' feature is enabled on the [HelpRoot_FormReference\CS_10_00_00|Enable/Disable Features] ([~/?ScreenId=CS100000|CS100000]) form, the list of customers may be limited based on the branch specified for the document. For more information, see [HelpRoot_Implement\Finance_Restricting_Customer_Visibility_GeneralInfo|Customer Visibility: General Information].
|- 
| '''Location'''
| The location of the customer related to the expenses.
|- 
| '''Billable'''
| A check box that indicates (if selected) that the customer should be billed for the claim amount. You can use the [HelpRoot_FormReference\EP_50_20_00|Bill Expense Claims] ([~/?ScreenId=EP502000|EP502000]) form to bill the customer if no project is specified.
If the ''Service Management'' feature is enabled on the [HelpRoot_FormReference\CS_10_00_00|Enable/Disable Features] ([~/?ScreenId=CS100000|CS100000]) form, the system will clear this check box if you select the '''Billable in Svc. Doc.''' check box.
|}[anchor|#table_uwm_ftj_hp]
===Image Section===
{| class="checklist" | width="100%" 
|- 
!width="20%" ! Element
!width="80%" ! Description
|- 
| Uploading area
| The area for displaying an uploaded image. You can upload an image by dragging it into this area.
|}[anchor|#table_rhs_1rd_fp]
===GL Accounts Section===The settings in this section are editable for an expense receipt with the ''On Hold'', ''Open'', or ''Pending Approval'' status or for an expense receipt included in a claim that can be modified (that is, when the claim has the ''On Hold'' status).
{| class="checklist" | width="100%" 
|- 
!width="20%" ! Element
!width="80%" ! Description
|- 
| '''Expense Account'''
| The expense account to which the system records the part of the expense to be paid back to the employee.
|- 
| '''Expense Sub.'''
| The corresponding subaccount the system uses to record the part of the expense to be paid back to the employee. 
Based on whether the '''Billable''' check box is selected in this line, the system uses elements on the [HelpRoot_FormReference\EP_10_10_00|Time and Expenses Preferences] ([~/?ScreenId=EP101000|EP101000]) form to compose this subaccount as follows:[anchor|#_20180e7e-5e4c-40dc-8c90-7cd9c779d836]
*If the '''Billable''' check box is selected, it uses the rule specified in the '''Combine Billable Expense Sub. From''' box.
*If the '''Billable''' check box is cleared, it uses the rule specified in the '''Combine Non-Billable Expense Sub. From''' box.

|- 
| '''Sales Account'''
| 
The sales account to which the system records the part of the amount to charge the customer for. {br}

If the '''Billable''' check box is selected, the sales account specified for the expense non-stock item is filled in by default.
|- 
| '''Sales Sub.'''
| 
The corresponding subaccount the system uses to record the amount to charge the customer for. {br}

If the '''Billable''' check box is selected, the sales subaccount specified for the expense non-stock item is filled in by default. The segments of the sales subaccount are combined according to the settings specified on the [HelpRoot_FormReference\EP_10_10_00|Time and Expenses Preferences] ([~/?ScreenId=EP101000|EP101000]) form.
|}
==Taxes Tab==
This tab shows the taxes that apply to the expense receipt and the discrepancy between the calculated tax amounts and the tax amounts a user entered on this tab. [anchor|#table_kty_kmf_v1b]
===Tax Info Section===This section specifies the tax settings that apply to an expense receipt.
{| class="checklist" | width="100%" 
|- 
!width="20%" ! Element
!width="80%" ! Description
|- 
| '''Tax Zone'''
| 
The tax zone to be used for tax calculation. {br}

The system inserts the tax zone by using the applicable rule, which it determines as follows:[anchor|#ul_d3f_brt_4sb]
#If the expense receipt is related to a project (that is, a project is selected in the '''Project/Contract''' box) and the '''Calculate Project-Specific Taxes''' check box is selected on the [HelpRoot_FormReference\PM_10_10_00|Projects Preferences] ([~/?ScreenId=PM101000|PM101000]) form, the system copies the project's tax zone from the '''Cost Tax Zone''' box on the '''Summary''' tab of the [HelpRoot_FormReference\PM_30_10_00|Projects] ([~/?ScreenId=PM301000|PM301000]) form.
#If the system hasn’t yet found an applicable rule, it copies the default tax zone of the employee. This tax zone is specified in the '''Tax Zone''' box on the '''Financial''' tab of the [HelpRoot_FormReference\EP_20_30_00|Employees] ([~/?ScreenId=EP203000|EP203000]) form. 

You can override the tax zone in the expense receipt. If you do, a confirmation box opens asking whether you want to save the newly entered tax zone as the default for the employee&rsquo;s expense claims and receipts. If you save it, the system applies this tax zone to new expense claims and receipts, even if it differs from the employee&rsquo;s tax zone on the [HelpRoot_FormReference\EP_20_30_00|Employees] ([~/?ScreenId=EP203000|EP203000]) form. To remove the previously saved default tax zone, you can clear the box and save the empty value. {br}

If you don&rsquo;t save the tax zone, the system applies the selected tax zone only to the current expense receipt.
|- 
| '''Tax Calculation Mode'''
| 
The tax calculation mode, which defines which amounts (tax-inclusive or tax-exclusive) are specified in the expense receipt.{br}

One of the following options can be selected:[anchor|#ul_zcf_sp1_nr]
*''Gross'': The '''Unit Cost''', '''Amount''', and '''Employee Part''' in the expense receipt include the tax amount.
*''Net'': The '''Unit Cost''', '''Amount''', and '''Employee Part''' in the expense receipt do not include the tax amount.
*''Tax Settings'': The system calculates the tax amount in the expense receipt according to the settings of the applicable tax or taxes.

The default value of this setting is the value specified for the selected expense item. For more information, see [HelpRoot_Organization\TimeExpenses_Process_Expense_Receipts_Taxes|Expense Receipts: Taxes in Expense Receipts].{br}

This box appears only if the ''Net/Gross Entry Mode'' feature is enabled on the [HelpRoot_FormReference\CS_10_00_00|Enable/Disable Features] ([~/?ScreenId=CS100000|CS100000]) form.
|- 
| '''Tax Category'''
| The tax category for the expense receipt. By default, this is the tax category specified for the selected expense item on the [HelpRoot_FormReference\IN_20_20_00|Non-Stock Items] ([~/?ScreenId=IN202000|IN202000]) form.
|}[anchor|#table_czj_knf_v1b]
===Tax Totals Section===
{| class="checklist" | width="100%" 
|- 
!width="20%" ! Element
!width="80%" ! Description
|- 
| '''Tax Discrepancy'''
| 
The discrepancy between the tax amounts calculated by the system and the tax amounts entered in the '''Tax Amount''' column (for tax-inclusive items).{br}

The discrepancy should not exceed the rounding limit specified in the '''Rounding Limit''' box on the [HelpRoot_FormReference\CM_20_20_00|Currencies] ([~/?ScreenId=CM202000|CM202000]) form. For more details, see [HelpRoot_Organization\TimeExpenses_Process_Expense_Receipts_Taxes|Expense Receipts: Taxes in Expense Receipts].
|- 
| '''Tax Total'''
| The total amount of tax or taxes calculated for the expense receipt.
|}
The table toolbar includes only standard buttons. For the list of standard buttons, see [HelpRoot_Interface\Details_Toolbar|Table Toolbar].[anchor|#table_gty_qnf_v1b]
{| class="checklist" | width="100%" 
|- 
!width="20%" ! Column
!width="80%" ! Description
|- 
| '''Tax ID'''
| The identifier of the tax applied to the expense receipt.
|- 
| '''Tax Rate'''
| The tax rate used for the tax.
|- 
| '''Taxable Amount'''
| The taxable amount used for calculating the tax.
|- 
| '''Tax Amount'''
| The calculated tax amount for the specific tax.
|- 
| '''Deductible Tax Rate'''
| The percent of deduction that applies to the tax amount paid.
|- 
| '''Expense Amount'''
| Non-deductible tax amount that is recorded as expenses.
|}
==Approvals Tab==
The tab shows information on the expense receipt approvals or rejections. The system automatically performs assignment for approval when expense receipts are taken off hold, in accordance with the approval map specified for expense receipts on the [HelpRoot_FormReference\EP_10_10_00|Time and Expenses Preferences] ([~/?ScreenId=EP101000|EP101000]) form. Authorized users can approve expense receipts on the current form by using the ''Approve'' action on the form toolbar, or they can use the [HelpRoot_FormReference\EP_50_30_10|Approvals] ([~/?ScreenId=EP503010|EP503010]) form to approve expense receipts along with documents of other types. For details, see [HelpRoot_Organization\TimeExpenses_Process_Expense_Receipts_Approval|Expense Receipts: Expense Receipt Approval].[anchor|#_bc3a78d7-9f35-45f9-9339-d4adeefd54d7]{br}

This tab displays the approval entries associated with the selected record. If the record has existing ''Approved'' or ''Rejected'' entries and is put on hold for editing, these entries are preserved on the tab and the '''Obsolete''' check box is selected for them. Approval entries with a ''Pending'' decision are deleted. When the record is resubmitted for approval, new approval entries are created for this approval cycle.{br}

This tab is available only if the ''Approval Workflow'' feature is enabled on the [HelpRoot_FormReference\CS_10_00_00|Enable/Disable Features] ([~/?ScreenId=CS100000|CS100000]) form.[anchor|#_088519af-53e5-4c17-ae7b-de688dbb7793]{br}

The table toolbar has only standard buttons.[anchor|#_d0a48000-23c7-4e55-ac5b-303a10eab7a4]
{| class="checklist" | width="100%" 
|- 
!width="20%" ! Column
!width="80%" ! Description
|- 
| '''Assignee'''
| The identifier of the employee who is assigned to approve the record.
|- 
| '''Assignee Name'''
| The name of the employee who is assigned to approve the record.
|- 
| '''Workgroup'''
| The workgroup of the employee who is assigned to approve the record.
|- 
| '''Reviewer'''
| The identifier of the employee who actually reviewed the record. 
|- 
| '''Reviewer Name'''
| The name of the employee who actually reviewed of the record. 
|- 
| '''Date'''
| The review date.
|- 
| '''Decision'''
| The approval decision made for the record, which can be ''Pending'', ''Approved'', or ''Rejected'', depending on the approval action performed.
|- 
| '''Reason'''
| The reason the record has been approved or rejected (if applicable).
|- 
| '''Obsolete'''
| [anchor|#_0da0b6df-ab66-4509-ad1a-8b8bf63cd4c8]
A check box that indicates (if selected) that the approval decision belongs to a previous approval cycle. The system selects the check box for all ''Approved'' and ''Rejected'' approval entries when the record is put on hold for editing.
|}
==Banking Tab==
On this tab, you can review the status and category of the bank transaction for which the expense receipt has been created.{br}

This tab appears on the form if the ''Bank Feed Integration'' feature is enabled on the [HelpRoot_FormReference\CS_10_00_00|Enable/Disable Features] ([~/?ScreenId=CS100000|CS100000]) form and if the expense receipt has been created from a bank transaction and matched to it.[anchor|#_0035b8a2-debc-4e1c-a69c-01efdab930e0]
{| class="checklist" | width="100%" 
|- 
!width="20%" ! Element
!width="80%" ! Description
|- 
| '''Bank Transaction Status'''
| 
The status of the bank transaction that produced this expense receipt.{br}

The status can be one of the following: [anchor|#_1baaec2a-d1ea-45f1-9f68-eb498bf9c393]
*''Pending'': The bank transaction has not yet been posted.
*''Posted'': The bank transaction has been posted.

|- 
| '''Category'''
| 
The expense category assigned to this expense receipt.{br}

The expense categories and the rules of their application are defined on the '''Expense Items''' tab of the [HelpRoot_FormReference\CA_20_55_00|Bank Feeds] ([~/?ScreenId=CA205500|CA205500]) form.
|}