Expense Rule and Mileage Limits—Exercises

New Expense Rule

Purpose: The purpose of this exercise is to register a new expense rule.

Windows:
Expense Rule

  1. Open the Expense Rule window and create a new entry (F5).
  2. Enter an expense ID and description (name it after your user).
  3. Save your changes (F12).

Create Expense Codes for Other Expenses and Mileage

Purpose: The purpose of this exercise is to register expense codes for other expenses like hotel, tickets etc. and new mileage limits.

Windows:
Expense Rule/Expenses

Create Expense Codes for Other Expenses

  1. Click the Other Expense Codes sub tab.
  2. Create new expense codes for hotel, misc. expenses, and tickets.
  3. Save your changes.

Create Expense Codes for Mileage

Note: To provide for mileage compensation, you need to create expense codes in the Mileage Codes tab. Mileage is reimbursed at a fixed rate.

  1. Click the Mileage Codes sub tab. Enter a new expense code to compensate you for driving your personal car on a business trip, and another code to compensate your for driving a company car on a business trip. Name the mileage codes Mileage Personal Car and Mileage Company Car.
  2. Enter a value in the Price field.
  3. Make sure to enter appropriate dates in the Valid From and Valid To fields for all the mileage expense codes you create.
  4. Save your changes.

Create Mileage Limits

Purpose: The purpose of this exercise is to create a mileage rule to control pricing of mileage expense codes when the price depends on the distance driven.

Windows:
Mileage Limits
Expense Rule/Expenses

Create Mileage Rule

  1. Mileage Limits window.
  2. Create a new mileage rule (name it after your user).
  3. Enter an appropriate value in the Mileage Rule Description field. 
  4. Create three new mileage limits as follows:
  5. 100
  6. 1,000
  7. 12,00
  8. Enter a suitable price for all three limits respectively, in the Price field.
  9. Save your changes.

    10. Connect Mileage Rule to Mileage Expense Code

    1. Expense Rule/Expenses tab.
    2. Click on the Mileage Codes sub tab.
    3. Create a new expense code.
    4. Enter the expense description, e.g., Limited Mileage in the Expense Description field.  
    5. Select the mileage rule you created in the exercise above from the List of Values for the Mileage Rule field.
    6. Save your changes.

    Create Entertainment Expense Codes

    Purpose: The purpose of this exercise is to create entertainment expense codes and categories.

    Windows:
    Expense Rule/Expenses

    Create Entertainment Expense Codes

    1. Click the Entertainment Expense Codes sub tab.

    2. Create a new expense code according to the following requirements:

    3. Enter MEAL in the Expense Code field.
    4. Enter Meal in the Expense Description field.
    5. In the Availability list select Entered by User .
    6. Enter 25% in the VAT Percentage field.
    7. Enter appropriate dates in the Valid From and Valid To fields.
    8. Create two more expense codes to the following requirements:
    9. Enter MEALD in the Expense Code field, enter Meal Deductible in the Expense Description field, in the Availability list select Calculated by System, enter Entertainment in the Sub Total Description field, and save your changes.
    10. Enter MEALND in the Expense Code field, enter Meal Non Deductible in the Expense Description field, in the Availability  list select Calculated by System, enter Entertainment in the Sub Total Description, and save your changes.
    11. Create three similar expense codes for tickets. Enter 4% in the VAT Percentage field for the expense code with Entered by User selected in the Availability list.
    12. Save your changes.
    13. Make sure you enter appropriate dates in the Valid From and Valid To fields for all the entertainment expense codes you create.

      14. Create Entertainment Categories

      1. Click the Entertainment Categories sub tab.
      2. Create new expense categories for lunch, dinner, drinks, theater tickets, and museum tickets.
      3. Enter suitable values in the Entertainment Category Description field.
      4. Save your changes.

      Set Up Entertainment Expense Control

      Purpose: The purpose of this exercise is to define the order in which the entertainment expense codes should be considered when generating the entertainment cost, and to specify how the entertainment costs should be allocated within the company.

      Windows:
      Expense Rule/Entertainment

      1. Click the Entertainment Expense Control sub tab and create a new row.

      2. Select MEAL from the List of Values for the User Entered Expense Code field. Note that the items displayed in the List of Values are only those with availability type Entered by User.

      3. Enter 1 in the Seq No field to define that this control should be processed first when calculating the entertainment cost for a meal.

      4. Select MEALD from the List of Values for the Generated Expense Code field. Note that the items displayed in the List of Values are only those with availability type Generated by System.

      5. Select Factor to allocate in the Control Parameter list.

      6. Enter 0,8 in the Parameter Value field and select the Tax Deductibility check box.

      7. Enter appropriate dates in the Valid From and Valid To fields.

      8. Save your changes. What happens?

      9. Create a new row and select MEAL for the User Entered Expense Code field, enter 2 in the Seq No field, select MEALND for the Generated Expense Code field, select Factor to allocate in the Control Parameter list, enter 0,2 in the Parameter Value field, and enter appropriate dates in the Valid From and Valid To fields.

      10. Save your changes. Can you save your changes now?

      11. Enter another new row and select TICKETS for the User Entered Expense Code field.

      12. Enter 1 in the Seq No field to indicate that this control should be processed first when calculating the entertainment cost for a ticket.

      13. Select TICKETSD for the Generated Expense Code field and select Maximum amount per guest in the Control Parameter list.

      14. Enter 90 SEK in the Parameter Value field and select the Tax Deductibility check box to indicate that the first 90 kronors are tax deductible. Enter appropriate dates for the Valid From and Valid To fields, and save your changes.

      15. Create a new row and select TICKETS for the User Entered Expense Code field, enter 2 in the Seq No field, select TICKETSD for the Generated Expense Code field, and select Maximum amount per guest in the Control Parameter list.

      16. Enter 99999999 in the Parameter Value field and do NOT select the Tax Deductibility check box to indicate that the rest of the ticket cost (whatever it may be) is not tax deductible. Enter appropriate dates in the Valid From and Valid To fields and save your changes.

      Connect Expense Rule

      Purpose: The purpose of this exercise is to connect the expense rule you created in the previous exercises to your employee number.

      Windows:
      Rule Assignments

      1. Create a new entry. The details of the company you are currently working in will be automatically displayed in the Company ID and Company Name fields.

      2. Select your employee number from the List of Values for the Employee No field.

      3. Select the expense rule you created in the exercises above from the List of Values for the Expense Rule field.

      4. Enter appropriate dates for the Valid From and Valid To fields and save your changes.

      5. The expense rule you just connected to your employee number will be the default expense rule for all expense sheets you may create in the future for your employee.

      Note:Expense Sheet/General tab and selecting the rule you want from the List of Values for the Expense Rule field. Remember to do this before you save your expense sheet for the first time.