Registering Expenses—Exercises
Basic Data Setup
Purpose: The purpose of these exercises is to learn how
to set up basic data for registering expenses.
Purpose: The purpose of these exercises is to learn how to register expenses,
mileage, and entertainment expenses using the expense rules
and mileage rule created in Expense Rule and Mileage Limits Exercises and to get acquainted with the differences between
domestic travel and travel abroad in the
Expense
tab.
Windows:
Expense Sheet
Register Mileage and Entertainment Costs
- Imagine that you had to use your
own car and take a customer out for lunch. To register the expenses you
incurred open the
Expense
Sheet
window
and create a new entry (F5).
- Enter information in the header
(employee number and purpose).
- Enter a valid date in the Start Date
field.
You can also enter a suitable time in the Start Time field if you wish.
- Do not enter information
in the End Date and End Time fields.
- Enter the name of the city where
you had lunch in the Expense Information field.
- Click the
General
tab and make sure that the expense rule you created is the one displayed in
the
Expense Rule field. if not select the expense rule you created.
- Save your changes (F12).
- Click the
Mileage
tab and create a new row (F5).
- Select an expense code that has a
fixed amount (i.e. not connected to a mileage rule) for the Mileage Code
field. Enter the number of miles you drove in the Quantity field and save your changes (F12).
- Click the
Entertainment
tab and then click the
Guest Details sub tab.
- Create a new guest list and enter
a meaningful name in the Guest List ID field.
- Create a new entry in the table
below the Guest List ID field (F5).
- Enter the name of your guest and
the organization that he/she belongs to in the Guest Name and Organization
field.
- Save your changes (F12). Note
that the Number of Guests field displays the number of guests entered
in your guest list.
- Click the
Entertainment
Expense sub tab and create a new entry (F5). Note: The
Guests Total and Guest List ID fields are automatically populated
with information you entered in the
Guest Details sub tab.
- Select the expense code
for a meal from the List of Values for the Expense Code field, enter a
meaningful value in the Expense Reference field, and select
an appropriate expense category from the List of Values for the Expense Category
field.
- Enter the total cost for your
lunch in the Gross Amount
field and save your changes (F12).
- Click the
Generated
Entertainment Expense sub tab and take a look at how the entertainment
costs are allocated within the company. Do they match with the control
parameter that you set up when creating the expense rule?
Register Expenses and Mileage Using Mileage Limits for
Domestic Travel
- Create a new expense sheet (F5).
You had to go on a two day business trip in your home country. On your trip
you incurred some expenses, including mileage, for which you want
compensation.
- Enter information in the header (employee number and
purpose).
- Enter suitable values in the
Travel Started and
Ended fields so that the travel covers two days.
- Enter the name of the city you visited in the Expense
Information field.
- Click the
General tab and make sure that
the expense rule you created is the one displayed in the Expense Rule
field. If
not select the expense rule you created and save your changes (F12).
- Click the
Expenses tab and enter your expenses. Do not forget the
gross and tax amounts. During this trip, you had hotel expenses from different hotels on different days.
You also had minor expenses for incidentals.
- How do you handle the fact that the hotel costs are split among different days?
- Create a new row in the
Mileage tab. Select the expense code that
you connected to a mileage rule from the List of Values for the Mileage
Code field.
- Enter a distance in the Quantity field that is over one of the limits set in your mileage rule.
Save your changes (F12).
- How many rows do you get? Is the pricing correct?
Register Expenses for Abroad Travels
- Create a new expense sheet (F5). This time, the travel lasted for only one day,
but you traveled abroad and incurred some expenses, including mileage, for
which you want to be compensated. You also took out the customer you visited
to the theater.
- Enter information in the header (employee number and
purpose).
- Enter suitable values in the
Travel Started and
Ended fields so that the travel covers two days.
- Select the Abroad check box. Update the date and time when you left and returned to your home country
if necessary.
- Click the
General tab and make sure that
the expense rule you created is the one displayed in the Expense Rule
field. If
not select the expense rule you created and save your changes (F12).
- In the
Expense tab, enter your expenses.
- What differences are there between the required information for this trip and
the information that you entered in the previous exercise?
- Enter any extra information required in the
Expense tab and save your changes (F12).
- Click the
Route tab, enter meaningful
and relevant information and save your changes (F12).
- Click the
Compensations tab. Have the
compensations been calculated correctly?
- Click the
Mileage tab, enter your
expenses and save your changes (F12).
- Click the
Entertainment tab
and enter relevant information to indicate that you took your customer out to
the theater. Remember to create a guest list and select the appropriate
expense codes for tickets.
- Save your changes (F12).
Register Expenses for Credit Card
Transactions
- Open the
Credit Card Transactions window and populate.
- View details of credit card transactions of employees listed in this
table. Note that this information has been imported to the system using an
external file.
- Identify a set of transactions for one employee which you want to
register as an expenses. Note the date range of the transactions and the
employee ID.
- Open the Expense Sheet
window and create a new record.
- Enter the employee for whom you want to create the expense sheet.
- Enter suitable values in the Travel Started and Ended fields so that the
travel period covers the dates of the credit card transactions of the
employee. The transactions
can be viewed in the
Credit Card
Transactions window.
- Select the Abroad check box. Update the date and time when you left and
returned to your home country if necessary.
- Go to the Expense Sheet/General
tab and make sure that the expense rule 01 is displayed in the
Expense Rule field.
- Go to the Expense Sheet/Credit Card
tab.
- The credit card transactions of the employee belonging to the specified
travel period will be listed in the Expense Sheet/Credit Card
tab.
To generate expenses based on default configuration settings:
- Select one of the credit card transactions, right-click and click
Generate Expense. The corresponding expense records will be created.
Note that regular expenses or entertainment expenses or both will be created
depending on the expense codes linked to the transaction in the credit card
configuration.
To register a credit card transaction as a regular expense:
- Select one of the credit card transactions, right-click and click Add as Expense.
The Add as Expense dialog box will open.
- In the details of the dialog box, select one of the
expense codes and click OK. The corresponding expense record will be
created in the Expense Sheet/Expense tab.
To register a credit card transaction as an entertainment expense:
- Select one of the credit card transactions. Note that the transaction
code of the transaction you select is required to be linked to entertainment
expense codes in the credit card configuration in order to perform this
exercise.
- Right-click and click Add as Entertainment. The Add as
Entertainment dialog box will open.
- Enter the entertainment category and the total number of guests in the
relevant fields.
- In the details of the dialog box, select one of the
expense codes and click OK. The corresponding expense record will be
created in the Expense Sheet/Entertainment/Entertainment Expense
tab.
Note: The Expense and Entertainment check boxes will be selected
for transactions
in the Expense Sheet/Credit Card
tab depending on whether the transaction was registered as a regular expense
or an entertainment expense. Also, some details of the expense records
created for credit card
transactions cannot be modified in the Expense Sheet/Expense
and Expense Sheet/Entertainment/Entertainment Expense tabs.