Add Credit Card Transaction as Entertainment Expense

Explanation

This activity is used to register employee's credit card transactions as entertainment expenses. You can select any of the entertainment expense codes connected to the employee's default expense rule when you create the expenses. Also, the credit card transaction can be partially or fully registered as an expense depending on the configuration of the credit card transaction codes.

E.g. You can have separate transaction codes for 'Hotels and Other Accommodation', 'Transportation Services', 'Personal Meals' etc. However, employees can have multiple credit card transactions for each of these transaction codes.

Prerequisites

In order to perform this activity, employee is required to have credit card transactions in the Credit Card Transactions window. These are the actual employee credit card transaction details transferred from the bank. Also, in the Credit Card Configuration window the transaction codes of the employee's credit card transactions should be linked to entertainment expense codes from the employee's default expense rule.

System Effects

As a result of this activity, an expense will be created for the credit card transaction in the Expense Sheet/Entertainment tab.

Window

Expense Sheet

Related Window Descriptions

Expense Sheet
Create Entertainment Expense from Credit Card Transaction

Procedure

  1. Open the Expense Sheet window.
  2. Search or populate to select the expense sheet you require.
  3. Go to the Credit Card tab. All the credit card transactions of the employee within the travel period of the expense sheet will be listed in this tab. Right-click and click Show All. Now, all the credit card transactions of the employee regardless of the travel period of the expense sheet will be listed in the tab.
  4. Select the credit card transaction which you want to register as an expense.
  5. Right-click and click Add as Entertainment Expense. The Create Entertainment Expense from Credit Card Transaction dialog box will open.
  6. The credit card transaction amount will show in the Amount in Acc Curr field. However, if the credit card transaction is allowed to be partially balanced to the expense sheet as specified in the credit card configuration (i.e. the Partial Balance check box is selected for the transaction code in the Credit Card Configuration window), the amount will be editable.
  7. You can specify the entertainment category and link a guest list to the expense using the relevant fields.
  8. The expense codes (belonging to the employee's default expense rule) which are connected to the transaction code as specified in the configuration will be listed in the table of this dialog box. Use the Selected check box to select the expense codes which should be used to register the expense.
    Note: If the expense codes shown in the table are only recommendations (as defined in the credit card configuration), you can select any expense code belonging to the employee's expense rule using the list of values. Otherwise, you are required to select an expense code from what is available in the table.
  9. Click OK.