Create your expense report

If an employee has no manager assigned, Sage Intacct automatically approves expense reports submitted by the employee.

Expense reports have a "life cycle." First, you create an expense report, which is then approved and finally paid.

You can save the expense report as a draft so you can continue to work on it. If you submit it, the status is listed as committed on the Expenses list page, and it is no longer editable. To edit a submitted expense report, it must first be declined 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. In most cases, 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 automatically converts 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. Go to Configure Expenses for more information.

Subscription

Time and Expenses
Regional availability

All regions

User type

Business

Employee

Project Manager

Warehouse
Permissions

Expenses

  • My expenses: List, View, Add

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

  2. Select a Date filed.

  3. Enter an Expense report number.

  4. Choose a GL posting date.

  5. Choose a Reimbursement currency.

  6. Select an Attachment.

  7. Enter a Reason for expense.

  8. 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.

A dimension is a category of data that you can organize and sort in meaningful ways. Sage Intacct provides the following predefined dimensions:

  • Location
  • Department
  • Class
  • Customer
  • Item
  • Project
  • Supplier
  • Employee
  • Warehouse (if you subscribe to Inventory Control)
  • Contract (if you subscribe to Contracts)

In addition, Intacct enables you to define new dimensions to suit your needs. Use these user-defined dimensions to organize and sort categories of data unique to your business. For example, if you’re a software company with multiple product lines, you can create a user-defined dimension called Line of business. Then add the values Direct customers, Channel partner, and OEM.

Dimensions enable you to collect, sort, analyze, and report on data within one category, or between categories, so you can identify key factors such as:

  • Your most profitable or most costly items or customers
  • The return on investment of a project or department
  • Whether and to what degree a new product or product line is successful
  • Which way a particular aspect of your business is trending
  • Intacct dimensions give you fine control over data definition and data hierarchy

With dimensions, you can customize financial reports around specific business activities, get greater visibility into how the business is doing, and make faster, more meaningful business decisions.

Think of dimensions as a more powerful alternative to subaccounts.

Additional fees can apply for the Project dimension and user-defined dimensions. Contact your account representative for more information.