Field descriptions: Expense adjustments

Adjustment type

Select the dropdown list to select an adjustment type.

(Administrators: Expense types can have specific offsetting accounts assigned to them. If not, the default GL Account for Employee Liabilities is used. To choose the default account, go to Configure Expenses.

Date filed

Today's date is automatically placed in the date field. You can enter another date, or choose one by selecting Date.

GL posting date

Today's date is automatically placed in the date field. You can enter another date, or choose one by selecting Date.

Employee

The employee name automatically appears. If the name is not correct, verify you have logged in under the expected name. If so, contact your administrator.

Expense adjustment report number

Typically the auto-numbering feature is enabled, in which case the word New is displayed. This indicates the system will automatically populate this field with the next number in the sequence when you select Save or Submit.

If auto-numbering is not turned on, enter the expense report number.

Reference expense number

Number of the expense you are adjusting.

Description

The description of your expense adjustment.

Base currency

This field displays only if your company uses multiple transaction currencies.

Reimbursement currency

This field displays only if your company uses multiple transaction currencies. The system automatically fills in this box with the default reimbursement currency. You are paid in this currency, unless you override it with another default currency. To do this, go to Company > Setup > Dimensions > Employees. When the Employees page appears, select Edit next to your name, and then select the Employee Information tab.

Description

An optional description of the expense adjustment report.

Attachment

The attachment feature enables you to file paperless expense reports. Select the dropdown list to attach a supporting document such as an expense report or receipt, or select View Attachments to view (and even print) the attachment file. You can attach any type of file to the transaction, including scanned images, spreadsheets, or word-processor documents. Attached files are uploaded for permanent, safe storage. Your attachments folder is for your exclusive use. Learn more about who can add attachments.

Creating a structure that contains documents and uploading their attached files is covered in the series of context-sensitive help topics that begin with Attachment folders.

Transaction has tax implications

This field only appears for companies that are subscribed to the Taxes application. In a multi-entity company, it appears at the top level and at the entity level if the entity uses a VAT or GST tax solution.

Select this checkbox to add taxes for this transaction.

Learn more about entering taxable transactions.

Tax solution

This field only appears if Transaction has tax implications is selected.

Select the tax solution you want to use to calculate and capture taxes on this transaction.

Learn more about entering taxable transactions.

Inclusive taxes

This field only appears if Transaction has tax implications is selected.

Select the checkbox if the amount you'll enter for each line item already includes tax.

The Amount field will be read-only, and you'll enter the amount for each line item in the Transaction total field.

Learn more about entering taxable transactions.

Expense type

Select the dropdown list to select an expense type.

Trans. curr.

This column displays only if your company uses multiple transaction currencies. Use this column to record the details of foreign currency expenses.

Amount

Enter the amount of the expense adjustment. Select the Calculator icon if you need to do a quick calculation.

If your company uses multiple transaction currencies, enter an amount in your reimbursement currency, even if the expense is in another currency. Here's an example: You work in Canada for a US-based company and you took a trip to Mexico. You spent Mexican pesos on your expenses, but you want reimbursement in Canadian dollars. Therefore, you enter the expense amount in CAD. In other words, you paid ten pesos for an expense, and the conversion rate is one dollar to ten pesos. You enter one dollar here. Next, you specify the details of the transaction in foreign currency.

Payment type

If you have created a payment type for a non-reimbursable expense, select it from the dropdown menu.

Payment types are typically used for non-reimbursable expenses and expense adjustments. You can create payment types for company cards or cheques for easy tracking and reconciliation. For more information, go to Expense payment types.

Non-reimb

The non-reimbursable flag derives from the Payment Type.

Memo

Memos can be up to 1,000 characters in length, and can be formatted with carriage returns. If your memo is longer than a couple of lines, use the up-down arrows to scroll through it.

Date

Enter an optional date for that expense line item, or select Date and select one. Although optional, entering dates is helpful if you have an expense report that covers multiple expense items incurred on different dates.

Department

To assign this payment to a Department, select the respective dimension value using the dropdown list beside the dimension.

Location

To assign this payment to a Location, select the respective dimension value using the dropdown list beside the dimension.

This is a required field if your company uses multiple transaction currencies.

Multiple taxes on line

This field only applies to companies subscribed to the Taxes application.

Select to enter a line item where you need to apply multiple taxes, such as to partially reclaim input tax or enter a reverse charge. Learn more about entering a reverse charge.

This checkbox appears in the following circumstances:

• The tax solution is United Kingdom VAT.
• The tax solution is Australia GST or custom VAT, and the option for Multiple taxes per line is selected for the tax solution (Tax solution information page). Additional setup of tax details, tax schedules, and tax schedule maps may also be required.

Tax detail

This field only applies to companies subscribed to the Taxes application.

Select the appropriate tax category for the line item. The system applies the percent rate that is defined for the tax detail to calculate the amount of tax. If you assigned a default tax schedule to the contact, the applicable tax details fill in automatically after you enter the transaction amount.

Learn more about entering taxable transactions.

Rate

This field only applies to companies subscribed to the Taxes application.

A read-only field that displays the percent tax to apply for the line item. The percent tax is based on the selected tax detail.

Transaction tax

This field only applies to companies subscribed to the Taxes application.

The amount of tax calculated for the line item, which is based on the tax detail you select.

• If Inclusive taxes isn't selected in the header, the calculation is: Amount * Rate
• If Inclusive taxes is selected in the header, the calculation is: (Transaction total/(1 + Rate)) * Rate

If your company is enabled for multi-currency, the amount is in the transaction currency you set for the transaction.

Transaction total

This field only applies to companies subscribed to the Taxes application.

The total amount of the transaction for the line item, including tax:

• If Inclusive taxes isn't selected in the header, the field is read-only and its calculation is: Amount + Transaction tax
• If Inclusive taxes is selected in the header, enter the amount of the transaction for the line, including tax, in this field. The system calculates the Transaction tax and Amount, based on the tax detail you select.

If your company is enabled for multi-currency, the amount is in the transaction currency you set for the transaction.

Transaction currency

For companies that use multiple transaction currencies. Specify the currency of the transaction by selecting the Transaction Currency dropdown arrow. From the list that displays, select the currency you want to use.

Transaction amount

For companies that use multiple transaction currencies. Specify the amount of the transaction by typing the amount directly in the Transaction Amount box.

If you prefer, you can select the Calculator icon to display a calculator and then use your mouse to key in the transaction amount.

Exchange rate date

For companies that use multiple transaction currencies. If the invoice includes project charges in a currency other than the client’s base currency, select the exchange rate date by selecting the Exchange Rate Date calendar icon, then selecting the date you want to use.

If you prefer, you can type in the date directly (MM/DD/YYYY).

Exchange rate type

For companies that use multiple transaction currencies. If you are using an exchange rate that is not the Intacct Daily Rate, select the Exchange Rate Type dropdown arrow and from the list that displays select the exchange rate you want to use.

The default is the Intacct Daily Rate.

Exchange rate

For companies that use multiple transaction currencies. The system automatically provides this information. It is based upon the exchange rate entered elsewhere. You can override this rate in the Override Exchange Rate box.

Override exchange rate

For companies that use multiple transaction currencies. Use this box to provide a different exchange rate than the default rate for this project. To do this, type the rate you want directly in this box.

If you prefer, you can select the Calculator icon to display a calculator and then use your mouse to key in the transaction amount.

Quantity

Use with a rate-based expense type. Enter the quantity of your expense (usually, the amount of miles). The Amount (or Transaction Amount if you're in a multi-currency company) is automatically populated with the reimbursement amount.

Unit rate

If you are using a rate-based expense type, this will autofill with the expense type's set unit rate.

If you have not already created a rate-based expense type, you can manually enter the unit rate for a rate-based expense (for example, mileage). After you enter a Unit rate, enter a Quantity . The Amount automatically calculates on your expense report.

Project

Specify the project for which this expense was incurred by selecting the Project dropdown arrow. From the list that displays, select the project you want.

Customer

Specify the customer for whom this expense was incurred by selecting the Customer dropdown arrow. From the list that displays, select the customer you want.

Item

Specify the item associated with this expense by selecting the Item dropdown arrow. From the list that displays, select the item you want.

Employee

Specify the employee by whom this expense was incurred by selecting the Employee dropdown arrow. From the list that displays, select the employee you want.

Supplier

From the Supplier dropdown, choose the supplier for whom this expense was incurred.

Class

Specify the class associated with this expense by selecting the Class dropdown arrow. From the list that displays, select the class you want.

Billable

If you are billing this expense back to the client, select the Billable checkbox.