Expense Sheet

[Expense Administration], [About Credit Card Expenses], [About System Defined Property Codes] [Posting Types and System Events - Human Resources]

Usage

Use this window to register all basic data for your expenses. This window is the basic business object. A unique Expense ID number identifies a travel expense, and is always connected to one employee, one company, and the sheet. Prices and allowances are automatically calculated depending on how the rules are defined in the system. The employee can confirm the information when it is registered. You cannot change anything in the expense sheet after it has been authorized. If you have to make any changes, you must register a new expense. You cannot register an expense in advance. Connect your expenses to different projects and activities in the Project Reporting process. This connection can be made for the entire expense sheet, or on an individual row basis. You can also connect expenses to work orders. Expenses connected to projects or work orders will be transferred when the expenses are authorized.

The Payment Currency and the currency rate used between Payment Currency and Accounting Currency are cached for performance reasons. This means that these should only be changed when no users are online, alternatively the users have to log off and then log on again after it has been changed.

The following options are available in the Operations menu or in the right mouse button menu:

• Confirm - Confirms selected expense(s).
• Remove Confirmation
• Approve - Approves selected expense(s).
• Remove Approval
• Authorize - Authorizes selected expense(s).
• Create Posting - Uses Accounting Rules to set code parts on all transactions. You can then display the cost side of the postings in the Postings tab.
• Mail Expense Sheet - Sends the sheet by e-mail (e.g., to your immediate superior for his/her information).
• Print Travel Expense - Prints the expense sheet.
• Entertainment Specific Report - Prints an entertainment-specific report that includes both guest lists and agenda that are connected to an expense sheet.
• Create Allowance (right mouse button only) - If the travel began and ended within a 24 hour period, then the Calculate allowance for short Overnight trip window is displayed instead of the Deductions and Additions dialog, in which you specify meal and/or accommodation expenses. This choice is included in the form only if IFS/Travel Allowance is installed.
• Create Summarized Allowance (right mouse button only) - If the travel began and ended within a 24 hour period, then the Calculate allowance for short Overnight trip window is displayed instead of the Summarized Deductions and Additions dialog, in which you specify the number of meal and/or accommodation expenses. This choice is included in the form only if IFS/Travel Allowance is installed.
• Modify Compensations (right mouse button only) - Brings up a window that contains all your compensations on the current expense sheet. In this window you can insert new deductions, and update or remove existing ones. This choice is included in the form only if IFS/Travel Allowance is installed.

For the description of each tab in the window, follow the appropriate link: General, Expenses, Entertainment , Credit Card, Compensations, Mileage, Route, Postings, Payments.

Note: The Compensations and Route tabs are included in the form only if IFS/Travel Allowance is installed and Payments only if IFS/Employee Payment is installed.

Activity Diagrams

Enter Employee Expenses