Add Credit Card Transaction as Entertainment Expense
Explanation
This activity is used to register employee's credit card transactions as
entertainment expenses. You can select any of the entertainment expense codes
connected to the employee's default expense rule when you create the expenses.
Also, the credit card transaction can be partially or fully registered as an
expense depending on the configuration of the credit card transaction codes.
E.g. You can have separate transaction
codes for 'Hotels and Other Accommodation', 'Transportation Services', 'Personal
Meals' etc. However, employees can have multiple credit card transactions for
each of these transaction codes.
Prerequisites
In order to perform this activity, employee is required to have credit card transactions
in the Credit Card
Transactions window. These are the actual employee credit card
transaction details transferred from the bank. Also, in the
Credit Card
Configuration window the transaction codes of the employee's credit
card transactions should be linked to entertainment expense codes from the
employee's default expense rule.
System Effects
As a result of this activity, an expense will be created for the credit card
transaction in the Expense Sheet/Entertainment
tab.
Window
Expense
Sheet
Related Window Descriptions
Expense Sheet
Create Entertainment Expense
from Credit Card Transaction
Procedure
- Open the Expense Sheet
window.
- Search or populate to select the expense sheet you require.
- Go to the Credit Card
tab. All the credit card transactions of the employee within the travel
period of the expense sheet will be listed in this tab. Right-click and
click Show All. Now, all the credit card transactions of the employee
regardless of the travel period of the expense sheet will be listed in the
tab.
- Select the credit card transaction which you want to register as an
expense.
- Right-click and click Add as Entertainment Expense. The
Create
Entertainment Expense from Credit Card Transaction dialog box will
open.
- The credit card transaction amount will show in the Amount in Acc
Curr field. However, if the credit card transaction is allowed to be
partially balanced to the expense sheet as specified in the credit card
configuration (i.e. the Partial Balance check box is selected
for the transaction code in the
Credit Card
Configuration window), the amount will be editable.
- You can specify the entertainment category and link a guest list to the
expense using the relevant fields.
- The expense codes (belonging to the employee's default expense rule)
which are connected to the transaction code as specified in the
configuration will be listed in the table of this dialog box. Use the
Selected check box to select the expense codes which should be used to
register the expense.
Note: If the expense codes shown in the table
are only recommendations (as defined in the credit card configuration), you can select any expense code belonging to the
employee's expense rule using the list of values. Otherwise, you are
required to select an expense code from what is available in the table.
- Click OK.