Initial Exercises—Expense Administration 1
Initial Exercises
Purpose: The purpose of these initial exercises is to
introduce you to the basic functionality in Expense Administration, which entails:
-
Request Advances
-
Employee Payment
-
Register Travel Expense
-
Authorize Travel Expense
-
Payment in Full
IMPORTANT ! |
These Initial Exercises are intended for
instructor use.
If you are a student, it is extremely important that you set
up and work within your own company to maintain your data integrity.
If you work within any other company, you will compromise your own
exercise data as well as the data of other students. Predictable
exercise results require that your data be isolated in your own
company. |
Request Advances
Purpose:
Imagine that you are
going on a business trip and need an advance
payment before you travel. Therefore the purpose of this exercise is to show you how to
register a request for an advance payment and authorize it.
Windows:
Acknowledge Payments
Steps: To complete this exercise, perform the following
steps.
- Create a request for travel advances by entering a new row for your employee number
(F5).
- Select USD from the List of
Values for the Currency Code field, and enter 125 in the Currency Amount field.
- Select CASH from the List of
Values for the Method Id field. Save your changes.
- Check the Emp Payment Status
field. It should be Requested.
- Select the request you just entered and authorize it by right-clicking and then clicking Authorize
Payment.
- Check the Emp Payment Status
field again. Now it should be Authorized.
Employee Payment
Purpose: The purpose of this
exercise is to show you how to pay the authorized advance.
Windows:
Acknowledge Payments
Voucher Analysis
- Select the advance request you just entered in
the
Acknowledge Payments window.
-
Right-click and then click Payment in Cash.
If necessary, update the values displayed as follows:
-
User Group field should be AC.
- Voucher Type field should
be S.
- Payment Method field
should be CASH.
- Payment Date field
should be today’s date.
- Click OK to pay the authorized advance and create a voucher. Make a note of the voucher number displayed.
- Check the value in the Emp Payment Status
field. The value should be Paid.
- Query for your voucher in the
Voucher Analysis
window.
Is the voucher correct?
Register Travel Expense
Purpose: The purpose of this exercise is to familiarize
you with the basic functionality of Travel Expense and to show you how to
connect an advance payment to your expense sheet.
Windows:
Expense Sheet
Register Travel Expense
- Populate the window (F2). Do you or your employees
have any expense sheets?
- Imagine you went to meet a customer on a two day
domestic trip. Create a new entry to enter your travel details (F5).
-
Enter the same employee number that you used in the
previous two exercises (i.e. Request Advances and Employee Payment) in the
Emp No field, in the header portion of the window.
-
Enter the purpose of the travel, e.g., Customer Meeting,
in the Purpose field.
-
Enter the travel start date and time. Enter 07:30 in the Start Time
field
and a suitable date in the Start Date field.
-
Enter the travel end date and time. The travel should end two days after
it started at 21:30.
-
Enter the name of the city you
traveled to in the Expense Information field.
-
If you want the expense to be forwarded to a project, enter a project
activity in the Project Activity field in the header.
-
Save your changes (F12).
- Check the value in the Status
field. The
status of the expense sheet should be Preliminary.
- If Travel
Allowance is installed, the program automatically calculates the allowance and
displays it in the Gross and Balance Amounts fields in the header
portion of the window. Click the
Compensations tab and look at
the calculated compensation. Does it look correct?
- Click the
Expenses tab, and create a new row (F5).
-
On your trip to visit the customer, you spent one or more nights at a hotel.
Choose the expense code for hotel.
-
Enter the hotel cost in the Gross Amount field. This is the total amount that you paid.
-
The program calculates the VAT (sales tax) amount automatically and
displays it in the Tax Amount field.
Accept this amount, or
enter a different one. The amount you enter should match the VAT amount that is
included on the hotel bill.
-
Save your changes (F12).
- Click the
Mileage tab, and create a
new row (F5).
-
Assume that you drove your car to the customer
meeting, and you want compensation for it. Choose the appropriate expense
code for mileage. Enter the number of miles driven in the Quantity
field.
-
Save your changes (F12).
- Click the
Entertainment tab and then
click the
Guest Details sub tab.
-
On your trip to visit the customer you took him/her
out for dinner. Create a new guest list
(F5).
-
Enter a suitable value in the Guest List Id
field.
-
Create a new row in the table below the Guest List
Id field to enter the name of your
customer
and the organization he/she belongs to (F5).
-
Enter the name of your customer and the
organization he/she belongs to in the Guest Name and Organization
field.
-
Save your changes (F12).
-
The program displays 1 in the Number of Guests field
because you have entered the name of your customer.
-
Now click the
Entertainment Expense sub
tab and create a new row (F5).
-
Enter a date within your entered travel dates in the
Expense Date field.
-
Select the expense code for meal
from the List of Values for the Expense Code field.
-
Enter an expense description, e.g.,
Business Dinner, in the Expense Reference field.
-
Select the expense category for dinner from the List
of Values for the Expense Category field.
-
The program automatically populates the Guests Total and Guest List
Id fields with the information you provided when creating the guest list.
-
Enter 150 in the Gross Amount field.
-
Save your changes (F12).
-
The program recalculates the values in the Gross and Balance amount
fields in the
header section of the window. Are these amounts correct?
Connect Advance Payment to Expense Sheet
- Click the Payments tab. Usually this tab will be empty, but
as we have created an advance the program displays it in the lower part of the window. The
value in the
Emp Payment Status field is Paid.
-
Select the displayed advance, right-click and then click Connect to Expense Sheet.
-
Enter 125 in the Connect Amount field displayed
in the dialog box and click
OK. The program connects the advance to your expense sheet.
-
The program displays the connected advance amount in the Advance field in the header portion of the window and
adjusts the Balance field accordingly.
-
Verify that the amounts are correct. Right-click the main expense sheet
window and then click Confirm to
confirm the entered expenses.
-
Check the status of the expense sheet. The status should be Confirmed.
Authorize Travel Expense
Purpose: The purpose of this exercise is to familiarize
you with the authorization
process of an expense sheet.
Windows:
Expense Sheet
Voucher Analysis
Project Transactions
Expense Sheets
Approve Travel Expense
- Use the same expense sheet as above. Right-click the main expense sheet
window and then click Approve.
- The status of the expense sheet should
be Approved.
- Right-click the main expense sheet window again and then click Create
Posting. Click the
Postings tab for a preview of the postings that will be created when authorization is made.
- Try to change the amount of the expense that you entered in the previous
exercise and save your changes.
What
happens?
- Right-click the main expense sheet window and then click Remove Approval.
The status changes back to Confirmed. Make some changes to the expense amounts. Save your changes
(F12).
- Check the status. The status has now changed back to
Preliminary.
- Right-click the main expense sheet window and
then click Confirm.
- Right-click the main expense sheet window again
and click Approve.
Note: An expense sheet does not have to be approved in
order for it to be authorized. So this step can be actually left out in the authorization process.
Authorize Travel Expense
- Use the same expense sheet as above. Authorize the expense by right-clicking and then clicking
Authorize.
- Check the status of the expense sheet. The status should be Authorized.
- Click the
General tab to find the
voucher number.
- Open the
Voucher Analysis
window
and query for your voucher. You can view your voucher details if you select the
voucher, right-click, and then click Voucher Details.
- If you connected your expense to a project activity, you can
open the
Project Transactions
window and verify that your expense has been correctly transferred to the project.
- Open the
Expense Sheets
window. Select any other expense sheets that you may have created, right-click and then click
Authorize to authorize them. Be sure to check the status of the expense sheets. The
expense sheets must be confirmed before they can be authorized.
Note: An authorized expense sheet cannot be
modified or deleted.
Payment in Full
Purpose: After the expense sheet has been authorized,
you should be compensated for expenses not covered by the advance payment. Therefore this exercise shows
you how to obtain full payment for your expenses.
- Open the
Payments in Full
dialog box. If necessary, update the values displayed as follows:
- Payment Method field
should be BANK
- Company ID field should
be the company in which you are working.
- Until Date field (This
field is used to exclude the payment of expenses registered after a
specified date.) should be today's date.
- Voucher Date field
should be today’s date.
- User Group field should
be AC.
- Voucher Type field
should be S.
- Click OK.
- A voucher is created for your travel expenses. Note
the number of the created voucher.
- Query for your voucher in
the Voucher
Analysis window. Is the voucher correct?
- Return to the Expense Sheet
window and
reload the same expense sheet as above.
- Look at the Balance field in the header
portion of the window. It should be 0.0.
- Click the Payments tab. The program
creates a new row with the balance amount paid to you. The Emp
Payment Status field of this row should be Authorized and the Emp Payment
Type field should be Payment in Full.