Field descriptions: Distribute employee expenses

The following table describes the fields of the Add distribute expenses button on the Expense report page.

Allocate amount

Allocate amount field descriptions
Field Description

Allocation

Select a transaction allocation. The transaction allocation determines how Sage Intacct distributes the amount paid for an expense.

Amount

Enter an amount for the expense.

Distribute expense preview

After you select an allocation and enter an amount, Intacct shows a preview of distributed expenses.

Expense data

Expense data field descriptions
Field Description

Expense type

Select an expense type.

For administrators: Expense types can have specific offsetting accounts assigned to them. If not, the default General Ledger Account for Employee Liabilities is used. The default account is selected on the Configure Expenses page.

Payment type

If you have created a payment type for an expense, select it from the dropdown.

Payment types are useful to track how an expense was made. You can use payment types to differentiate between non-reimbursable and reimbursable expenses. You can use payment types for company credit cards or cheques for easy tracking and reconciliation. For more information, go to Expense payment types.

Paid to and Paid for

Enter optional notes regarding to whom you paid the amount and what the expense was for. The text that you enter for both fields is included together and placed in the Memo field on customer AR sales invoices if the line item is billable. Your manager can also see this text.

Although the Paid to and Paid for fields allow up to 1,000 characters, the Memo field on customer AR sales invoices allows only 400 characters total. To ensure that your complete text appears with the line item on customer AR sales invoices, keep your notes brief.

Date

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

Billable

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

The default value for this is set on a project-by-project basis. You can change the default by editing your project (Projects > All > Projects > Edit > then select the Additional info tab, and find the option for Default employee expenses to billable).

Transaction currency

Select a transaction currency. This is field is for multi-currency companies.

Exchange rate date

If this AR sales invoice includes project charges in a currency other than the client’s base currency, select the exchange rate date. You can enter the date directly, but it must be in MM/DD/YYYY format.

This field is for multi-currency companies.

Exchange rate type

If you use an exchange rate that is not the Intacct Daily Rate, select an exchange rate type. The default is the Intacct Daily Rate.

This field is for multi-currency companies.

Exchange rate

Intacct automatically populates the exchange rate. You can override this rate in the Override exchange rate box.

This field is for multi-currency companies.

Location

Select a location associated with the expense.

Department

Select a department associated with the expense.

Project

Select a project associated with the expense.

Customer

Select a customer associated with the expense.

Supplier

Select a supplier associated with the expense.

Employee

Select an employee associated with the expense.

Item

Select an item associated with the expense.

Class

Select a class associated with the expense.

Task

Select a task associated with the expense.