Create expense reports

You can use the Expense report page to add a new employee expense report, or edit an existing report.

Expense reports have a life cycle. First, you create an expense report, which is then approved and finally paid. If you save the expense report, it remains in draft form so you can continue to work on it. If you submit it, the status is listed as approved on the prior list page, and it is no longer editable. To edit a submitted expense report, it must first be unapproved by your manager.

Expense reports submitted by employees for whom no supervisor is assigned are automatically approved. These expense reports are not editable after submission. However, they can be deleted any time before they are selected for reimbursement.

Slight differences occur in shared multi-entity companies with multiple base currencies. You should enter expense reports in the entity. When entering an expense report, the system knows which base currency to use, and it defaults to the currency of the entity. Furthermore, if you enabled foreign currencies for employee expenses, you can enter expenses in a different reimbursement currency from the location base currency. The reimbursement currency is automatically converted to the entity base currency using the Intacct Daily Rate, although you can opt to use another rate. Remember, defaults for Location, Class and other parameters can be set by your administrator.

1. Go to Expenses > All > Expenses > and select Add (circle) next to Staff expenses.

2. Select a Date filed.

3. Select an Employee.

4. Choose a GL posting date.

5. Select a Base currency.

6. Choose a Reimbursement currency.

7. Select an Attachment.

8. Enter a Reason for expense.

9. Enter a Memo.

Enter line items

1. Select an Expense type.

2. Enter an Amount.

3. Choose a Payment type.

4. Enter a Paid to.

5. Enter a Paid for.

6. Select or enter a Date.

7. Choose a Department.

8. Select a Location.

   If applicable, add credit card transactions to this expense report. Also, you can distribute expenses. Learn how to distribute employee expenses.

9. Select Submit. or Draft.

Set default expense dimensions

In the Entries section, you can add values directly to each line item, or select Show defaults to define default values to autofill each line item. To set up a value as a default for each existing and new line item, select the dropdown beside the appropriate field and choose a value. You can override any default value on any line item.