Add, edit, or delete expense summaries

Summaries are collections of the same type of transactions, grouped together for processing. Until you or the system creates a new summary, no line items appear in this page. Summaries can be open, in which case expense reports can be submitted, approved and paid, or closed.

In designing an expense report process, the system administrator can give access to the pages involved with managing expense reports, but not opening or closing summaries.

About creating expense summaries

Summaries for expenses are created in two ways.

• Automatically, by configuring Expenses.
• Manually, by specific summaries you create and name to handle special situations.

Automatically created summaries: Normally, during the course of daily business and because employees (and others) can enter expenses directly via My expense reports (or via the OpenAir.com system), there must always be a summary available to contain employee-entered expense reports. Consequently, the automatic summary creation feature creates expense summaries automatically so that a summary always exists for expense reports as they are entered throughout the day. Automatic summaries are created according to time intervals chosen by the expense administrator. Expense reports received during this time are grouped within the summary created for that time interval. The frequency of automatic summary creation is set on the Configure Expenses page (Company > Admin > Subscriptions > Expenses > Configure). 

Manually created summaries: A manual summary is useful when the employee expenses administrator needs a special summary for specific expenses. For example, you have an employee, John, who is being relocated and has incurred a large number of moving expenses. The administrator might want John's moving expenses to all be contained within a summary called John's Relocation Expenses, regardless of the days in which John enters the expenses.

Add an expense summary

1. Go to Expenses > All > Expense subledger > Summaries.

2. Select Create.

3. Enter a Summary name.

4. Select or enter a GL posting date.

5. Select Save.

1. Go to Expenses > All > Expense subledger > Summaries.

2. Select Add.

3. Enter a Summary name.

4. Select or enter a GL posting date.

5. Select Save.

Edit an expense summary

1. Go to Expenses > All > Expense subledger > Summaries.

2. Find the expense summary that you want to edit.

3. Select Edit at the end of the row.

4. Make your changes.

   If you need to change the base currency of a summary, delete all of the transactions in that summary first.

    

5. Select Save.

1. Go to Expenses > All > Expense subledger > Summaries.

2. Find the expense summary and select Edit.

3. Make your changes.

   If you need to change the base currency of a summary, delete all of the transactions in that summary first.

    

4. Select Save.

Delete an expense summary

1. Go to Expenses > All > Expense subledger > Summaries.

2. Find the expense summary that you want to delete.

3. Select More actions > Delete at the end of the row.

4. Select Delete to confirm.

1. Go to Expenses > All > Expense subledger > Summaries.

2. Find the expense summary and select Delete.

Field descriptions

Expense summaries list field descriptions

Field	Description
Summary title	Enter a title for the summary. You can change the title later for both manually and automatically created summaries.
Summary base currency	When you're creating a summary manually at the top level, you must select the down arrow and select a base currency that the system will use for every transaction in that summary.
GL posting date	Today's date is automatically placed in the date field; however, you can enter a date for the summary, or choose one using the Calendar button.
Status	The default status is Active. However, if you do not want this summary to appear in the list, you can set it to Inactive. You can view inactive summaries by selecting the Include inactive checkbox. You can make expense summaries inactive only after any dependent transaction is complete.