Select expense reports to reimburse

Selecting an expense report to reimburse involves 2 pages:

• Select Expense Reports to Reimburse: filter the list of expense reports to be reimbursed based on criteria such as employee name or preferred payment method. Or, select List to see all employee expense reports available to select for reimbursement.
• Select to Pay: determine the total amount you want to pay toward one or more expense reports, or record reimbursements made outside the system via cash.

If your company uses approvals, the expense then moves to the Pending reimbursements page. If your company doesn't use approvals, you can disburse payment -- for example, by printing a cheque or generating an ACH payment file.

Set filter options

Filter and sort expense reports on the Select Expense Reports to Reimburse page. On this page, you have the following 2 options:

• To quickly see all expense reports sorted by due date, select List.
• To narrow the range of expense reports the system displays, set filter options as needed, then select List. See the filter descriptions below.

The system displays a list of expense reports to be reimbursed on the Select to Pay page. You can scroll through the list using the scroll bar to the right of the list.

Filter for expense reports

1. Go to Expenses > All > Reimbursements > Select expenses to reimburse or Select to pay.

2. To filter by entity information in Entity filters and grouping:

   • If you have defined relationships between entities, and want to see expense reports only from entities that have a defined relationship with a particular source entity, select the Select Pay Source Entities down arrow to display a list of source entities. Then select the required entity.
   • You can filter this list for specific entities that have relationships with the source entity. Choose Selected, then in the Pay entities list, multiselect (Ctrl + click, or Shift + click) the required entities, then select the right chevron to move these entities into the Pay Entities box on the right.
   • You can filter this list to see only entities that can pay the entire expense report. To do this, in the Grouped By section, select Entity, then check the Select Entities With Ability to Approve all Expenses in Full checkbox.
   • You can opt to include or exclude expense reports depending on whether they have multi entity line items:
     • Include: Include expense reports that have multi-entity line items so long as one line item meets the criteria.
     • Exclude: exclude expense reports that have multi-entity line items even though one or more line items meet the criteria
     • Only: show only expense reports that have multi-entity line items; expense reports with multiple line items for the same entity are excluded
   • After you select List, the Select to Pay list displays expense reports at both the top level and the entity level.

3. To filter by employee information in Employee Filters:

   • To set a range of employees for whom to pay expense reports, in From Employee and To Employee, select a range respectively. These pick lists set employee range in order by ID #.
   • To filter expense reports by the employee's preferred payment method, choose an option from the Payment Method dropdown menu.

4. To filter by expense report information, under Expense Report Filters:

   • To set a range of dates by which to display expense reports, in From Expense Report Date and To Expense Report Date, type or select beginning and ending dates respectively. This is the date the expense report was submitted.
   • To set a range of expense report numbers by which to display expense reports, in From Expense Report Number and To Expense Report Number, select beginning and ending numbers respectively.
   • To set a range of expense report amounts by which to display expense reports, in From Amount Available To Pay select >=, =, or >, then type a bottom-of-range amount. In To Amount Available To Pay select <= or <, then type a top-of-range amount.
   • If your company uses multiple currencies, to filter for expense reports with a specific currency, select Expense Currency, then select the currency you want to use. If you choose your base currency here, the system selects the Use Base Currency Banks To Pay checkbox for you. If you select a foreign currency, the system clears this checkbox.

5. To control sort order and the number of records displayed per page, in Format:

   • By default, the system sorts expense reports by document date. To add items by which to sort, select the pick list under Sort By, select an item you want to sort by, then select Add. Remove an item by selecting the item in the Sort By list, then selecting the X icon.
   • Expense reports are sorted according to the order of the items in the Sort By list. To arrange items in the Sort By list, select an item, then select the up and down arrow icons to move the item up the list or down the list respectively.
   • To change the number of expense reports displayed on a page, select Maximum Number of Records to Select, then select a value between 50 and 250.

6. When you have the filters set how you want them, select List.

   To return to the filters and format page, select Customize. The filters remain the same as you set them before selecting List.

Select expense reports to reimburse

On the Select to Pay page, you can choose which expense reports to reimburse, which payment method to use for reimbursement, and the institution from which those funds are drawn. In the case of cash reimbursements, you don't actually make reimbursements. You simply record them here.

After you've selected expense reports to reimburse on the Select to Pay page, they either become pending reimbursements (if your company uses approvals) or they become available to disburse funds via an ACH file or by cheque.

1. Go to Expenses > All > Reimbursements > Select expenses to reimburse.

2. Above the list of expense reports, set payment options to their appropriate values. These settings apply to all the expense reports you select for payment at this time:

   • Pay method: You can reimburse employees by cheque or using standard ACH. In some cases (using Record Transfer or cash, for example), you don't actually make payments. You simply record them here.
   • Bank: Select the bank account you'll use to make reimbursements.
   • Payment requests: Choose Generate one reimbursement request per expense or Merge reimbursement requests into one per employee depending on if you want to create a separate cheque for each expense report, or a single cheque for all of an employee's expense reports.
   • Payment description: If you are reimbursing employees via standard ACH, you can override the description of the payment request here with text of up to 10 characters (such as EXPENSEPMT).
   • Estimated payment date: If you are reimbursing employees via standard ACH, select the Calendar icon and select an estimated payment date. The actual posted payment date is based on the date you confirm the ACH payment.
     Do not use either weekend dates or holidays for the estimated payment date.
   • Set payment date to: Select the date the reimbursement is to be made.
   • Expense currency: If your company uses multiple currencies, set the currency you want to be used when paying the selected expense reports.

3. On the list of expense reports, select the checkbox to the left of expense report you want to reimburse.

   For each expense report:

   • To view the details of the expense report, select the expense report number in the ER# column.
   • To set an amount to pay other than the balance, type the amount in Amount to pay.
   • To apply full reimbursement amounts to selected expense reports, select Pay Full. The system automatically fills in the Amount to pay fields for the selected expense reports.

   The footer section shows a running total of Balance due and Amount to pay.

4. Select Save if paying by cheque or Continue if paying by some other method.

   • If you chose Cheque, the system adds the expense to the list of cheques waiting to print. In accrual-based companies, the system posts the expense to the General Ledger immediately. In cash-based companies, the system posts the expense to the General Ledger only after the cheque is printed and you confirm it is printed correctly.
   • If you chose RecordTransfer or Cash and you're an accrual-based company, the system posts the expense to the General Ledger immediately. In cash-based companies, the system posts a cash or record transfer expense to the General Ledger immediately; however, the system posts a credit card expense to the General Ledger only when you actually pay off the credit card.
   • If you are paying via ACH, the next step is to generate the ACH file. Go to Cash Management > All > Payment files > ACH file generation.

Reimbursements in foreign currencies

You must process expense reports in different currencies separately. Each group of expense reports of a specific currency will create an individual summary.

1. Go to Expenses > All > Reimbursements > Select expenses to reimburse.

2. Filter for an Expense Currency.

   You can also put a filter for the other options.

3. Select List.

4. Select the expense reports you wish to reimburse.

5. Select Save or Continue.

   • The banks you can select on the Select to Pay page are determined what you chose for the Expense Currency filter on the Select Expense Reports to Reimburse page.

   • Filtering for a foreign currency affects the payment methods you can select on the Select to Pay page. For example, if your base currency is USD and you select to filter for expense reports to reimburse in EUR, you must have also set up your foreign bank account in Sage Intacct for your desired payment method.

     For example, first filter for one currency and select to reimburse all these expense reports at once in a summary. Then, go back to the Select Expense Reports to Reimburse page and filter for a different currency so you can process these expense reports in a summary of their own.

   • Filtering for a foreign currency affects the payment methods you can select later. Say your base currency is USD and you select a foreign currency (such as MXN) to filter for. If you have not set up your foreign bank for credit card payments, you can't pay any of these expense reports with a credit card.

     Similarly, that payment method won't be available if you select your base currency in the Expense Currency field, but deselect Use Base Currency Banks To Pay (which means you will use a foreign-currency bank) if the bank isn't set up for that method.

Reimbursements in multi-entity companies

We recommend expense reports be entered within their appropriate entity. Entities are tied to locations, and locations determine the entity's base currency. Entering an expense report within an entity automatically ties them to the appropriate base currency in which to be reimbursed.

Send automatic payment notifications to employees

You can automatically send payment notification emails to selected employees, informing them that they've been reimbursed for expenses. For complete setup instructions, see notifying employees that they've been reimbursed.

Payment notification emails are sent "from" a Sage Intacct user, known as the "Contact to use for payment notification emails." When you select expense reports to reimburse, you have the option to override the default contact to use for payment notification emails and choose a different user.

Override payment notification

1. Go to Expenses > All > Reimbursements > Select expenses to reimburse.

2. Scroll down to the Payment Notifications section.

3. Select the Contact to use for payment notification emails.

Field descriptions

Select Expense Reports to Reimburse page

Employee filters

Employee filters field descriptions

Field	Description
From Employee and To Employee	The range of employees to filter for. If you don't specify employees, the next page will show you all employees.
Payment Method	If you set up employees with a preferred payment method, use this filter to show all expense reports to be paid by a preferred payment method.

Expense report filters

Expense report filters field descriptions

Field	Description
From and To Expense Report Date	Enter the range of dates for which you want to filter reports based on the date they were submitted.
From and To Expense Report Number	Enter the range of expense report numbers for which you want to filter. An expense report number is the number of the expense report as assigned by the document sequence.
From and To Amount Available To Pay	Enter minimum and maximum amounts for which you want to filter. Useful if you want to focus on processing the expense reports with the highest amounts.
Source Entity	Select to review only expense reports submitted by workers at a specific entity.
Currency (for foreign transaction currency companies)	You must process expense reports in different currencies separately. To process expense reports in different currencies, first filter for one currency and select to reimburse all these expense reports at once in a summary. Then, go back to the Select Expense Reports to Reimburse page and filter for a different currency so you can process these expense reports in a summary of their own. Filtering for a foreign currency affects the payment methods you can select later. Say your base currency is USD and you select a foreign currency (such as MXN) to filter for. If you have no set up your foreign bank for credit card payments, you can't pay any of these expense reports with a credit card. Similarly, the credit card payment method is not available if you select base currency but deselect Use Base Currency Banks To Pay (which means you will use a foreign-currency bank), Note the interplay between this field and the next. If you select your base currency here, the system selects the Use Base Currency Banks To Pay checkbox for you. If you select a foreign currency, the system clears the checkbox.
Use Base Currency Banks To Pay	This option determines the banks that are available in the Bank dropdown list to pay expense reports on the next page. This option is selected for you if you chose a foreign currency as explained in the preceding paragraph. It allows you to pay a foreign-currency expense report in either the foreign currency or your base currency. For example, say your base currency is USD, but you have selected MXN in the Currency dropdown. Do you want to pay in dollars or pesos? The system would ordinarily assume you would want to pay in pesos. Consequently, if you want to pay in dollars, then select this checkbox so you can use base currency banks (USD) to pay the expense report. Or, clear this checkbox if you want to pay the expense report in pesos from a Mexican bank.

Format

Format field descriptions

Field	Description
Sort By: Employee Name, Employee ID, Expense Number, Amount, or Document Date	You can sort the list of expense reports by any of the criteria by selecting them from the dropdown list and then selecting Add. The expense reports are sorted on the next page by the order you list them here.
Maximum Number of Records to Select	The number of expense reports included in a single list. The default is 50.

Payment Notifications

Payment notifications field descriptions

Field

Description

Contact to use for payment notification emails

If you've set up one or more employees for automatic payment notifications, this user's contact information will be used for two purposes: Payment notification emails will be sent "from" this contact's email address. The name and email address from this contact will be included in the email body in case there are questions about the payment. On the Configure Expenses page (Expenses > Setup > Configuration), you can select a particular user that you want to use for emails or you can use the contact information of the person who selected the expense reports to be paid (the default).

Select to Pay page

General Info for all expense reports

General info for all expense reports field descriptions

Field	Description
Pay method	Select Cheque, Cash, Record Transfer, or ACH or bank file. The only way to pay expense reports is via Cheque. Cash is used only to record reimbursements that you make outside Sage Intacct but that you must also enter here so that you have a record of these reimbursements. If you select Cheque, you will physically print a cheque locally. If you select Cash, you record the fact that you made a cash reimbursement. In addition, interplay exists between the reimbursement method and the reimbursement date, which is explained below under "Payment Date." You may pre-set a default payment method via Expenses > Setup > Configuration. For example, if you usually pay cash, select Cash there so you don't need to choose the Cash payment method each time you pay expense reports. This selection is on a company-wide basis. In other words, the choice you make there applies to all users. Learn more about Payment methods.
Bank	Select the institution from which the funds will be drawn. Admins: Learn how to set a default bank account. You can set a default bank account on an entity-by-entity basis. Multi-currency companies: If your company uses foreign transaction currencies, the Bank dropdown list shows either base-currency or foreign-currency banks depending on what you selected on the previous page.
Payment requests	This page could list any number of expense reports, including multiple expense reports for one employee. If you have multiple expense reports from one employee, your choice here determines if all the expense reports from that employee will be paid with a single cheque, or if separate cheque will be printed for each expense report. For example, say that one employee has two expense reports in this list. If you select One per expense report, two cheques are printed. If you select One per employee (per payment date), all the expense reports on this page for that employee become one reimbursement request and are paid with one cheque. However, this only applies if the due date is the same for all the expense reports.
Balance	The balance of the bank or credit card account selected in the Bank field. This helps to verify the account contains sufficient funds.
Total Amount To Pay	The total amount to pay on the selected expense reports.
Set payment date to	Enter payment dates. This field automatically default to today's date. Unless you enter a date, payment dates default today. You can enter payment dates as of any date you wish for each line item individually. However, say you have many expense reports on this page, setting payment dates for all of them at the same time in this field can save time. When you enter another date here and hit the tab key or select outside the field, all the individual payment dates for the line items are updated to reflect this new date. If you change or delete the date in this field, the dates in the others also change. Note that if you have a long list of line items, the refresh takes time. If you don't want to wait, then filter the list into a smaller subset.
Estimated payment date (standard ACH reimbursements only)	Displays if you have selected ACH as your payment method. The system uses this date to determine the Company Descriptive Date and Effective Entry Date of the ACH summary header. The actual payment date is determined when you confirm payment of the ACH file.
Payment description (standard ACH reimbursements only)	Displays if you have selected ACH as your payment method. Pre-populated with the description you entered in the Company Entry Description box on the Current Account Information page. You can override it, if you want.
Expense currency	The system displays this field if your company uses multiple transaction currencies. If so, it shows the currency of this set of reimbursements. In other words, you process expense reports of one currency as a group, then process the reports from the next currency as a group.

Line item for specific expense reports

Line item for specific expense reports field descriptions

Field	Description
Pay Full	Select to automatically pay the full amount due for that line item. The system will also subtract any discounts that are available, and any credits you choose to apply. (You may also type in an amount other than the full amount even with the Pay Full checkbox selected, at which point the Pay Full checkbox deselects.)
ER no., Employee Name, Amount, Balance Due	These static fields display information entered on Create Expense Report (or as modified in the Edit Expense Report) page. You may select ER no. to drill down into the actual expense report.
Amount to Pay	If you select the Pay Full checkbox, this field is populated with the full amount, which is the amount expense report less any previous reimbursements and advances. If you did not select Pay Full because you wish to pay an amount that is less than the total amount due, enter that lesser amount here. (If you did select Pay Full, and then you enter a lesser amount here, the Pay Full checkbox is automatically deselected.) For expense reports that have more than one line item, the system distributes the payment proportionately using a method called default weighted distribution when you enter either a full or partial amount. You can override the default weighted distribution by selecting Split to display the Apply Payment By Line Items page. For example, maybe you want to make a partial payment in which you want to pay off the entire first line item, but not the second.
Split / Clear Split / View Split	Depending on whether you have already split this payment or not, the system displays links called Split or Clear Split/View Split. Before splitting a payment, the link is called Split. Select Split to display the Apply Payments By Line Items page. Use this page to enter payment amounts, change the default weighted distribution that the system uses to determine the amounts to pay where there are multiple line items, and to apply credits to specific line items of an expense report. After you have performed a split on the Apply Payments By Line Items page, and returned here, this page is now populated with the amounts you applied in the split. At this point, the entire line for this payment becomes non-editable. In other words, once you have created a split payment on the Apply Payments By Line Items page, the system prevents you from making an arbitrary change to that split here. Furthermore, the Split link is now replaced by two new links: View Split and Clear Split. View Split re-displays the Apply Payment By Line Items page so that you can adjust the way you split this payment. Clear Split removes the amounts you have just entered on the Apply Payment By Line Items page, at which point the line becomes editable again.
Total Advances /Available	All the advances available for each employee are added together and displayed in the Advances Available field. When you apply advances, the number in the Advances Available field does not change until you save, or close the Apply Payments By Line Items page if you are splitting the payment. The system does not allow you to take more than the available advances.
Advances To Apply	You may enter a "lump sum" dollar amount of credit against an expense report. All the advances available for this employee are added together and displayed in the Advances Available field so you can decide how much that lump sum should be. For multi-currency users The system does not support foreign-currency advances. While it does support base-currency advances, you cannot apply a base-currency advance to, say, a Canadian expense report. However, you can still apply base-currency advances to base-currency expense reports. Regardless of whether or not you have elected to make line-item payments, the system internally keeps track of payments by line item. More specifically, the system tracks the line items of the document that is making the payment (which is the payment itself). It also keeps track of the line items of the document receiving the payment, which is the expense report. The system can take any line item from the available advances with any location and department assigned to it, and then use it to pay some other line item of the expense report. The system allows you to take the advances shown in the Advances Available field in one expense report, or divides it between multiple expense reports. To take some or all of the advances, enter an amount in the Advances To Apply field. However, the system does not allow you to take more than the total available credit. (That is, you cannot enter the same amount in this field of all the expense reports for that employee, or enter amounts that add up to more than the advances available.) The amount of advances that you apply is automatically subtracted by the system when you select Save. If an expense report is fully paid by the application of advances, the system removes it from the list when you save. In addition, the amount advances that you applied to the first expense report is no longer available to apply to other expense reports. For example, say you had R132 in advances with that employee, but you only apply R100. The system remembers that you have an additional R32 that you can take later. However, if you delete the resulting payment request, the amount of the advances is returned to the full original amount.
Payment Date	The Payment Date defaults to today, unless you enter another. This date populates the Compute Discount As Of field. You may set the payment date for all the line items at the same time in the Set Payment Date To field in the general information section of this page. The function of the reimbursement date changes depending on the method of reimbursement you previously chose. For cheques, the reimbursement date is the date that prints on the cheque. For online payments, the reimbursement date is scheduled as the date on which the payment information will be transmitted to the online printing center. There, a cheque will be printed and automatically mailed to you. This is a future date. Online payments with a date of today are queued throughout the day and then transmitted as a summary at midnight. At the online printing center, the payment will have today's date, but they will be printed and mailed on the next business day. Therefore, you can make changes to payments until midnight. For cash reimbursements, you are choosing an "as of" date to record in the books.