Expense Sheet
Usage
Use this window to register all basic data for your expenses. This window is the basic
business object. A unique Expense ID number identifies a travel expense, and is always
connected to one employee, one company, and the sheet. Prices and allowances are
automatically calculated depending on how the rules are defined in the system. The
employee can confirm the information when it is registered. You cannot change anything in
the expense sheet after it has been authorized. If you have to make any changes, you must
register a new expense. You cannot register an expense in advance.
Connect your expenses to different projects and activities in the Project Reporting
process. This connection can be made for the entire expense sheet, or on an individual row
basis. You can also connect expenses to work orders. Expenses connected to projects or
work orders will be transferred when the expenses are authorized.
The Payment Currency and the currency rate used between Payment Currency and Accounting Currency are cached for performance reasons. This means that these should only be changed when no users are online, alternatively the users have to log off and then log on again after it has been changed.
The following options are available in the Operations menu or in the right mouse button
menu:
- Confirm - Confirms selected expense(s).
- Remove Confirmation
- Approve - Approves selected expense(s).
- Remove Approval
- Authorize - Authorizes selected expense(s).
- Create Posting - Uses Accounting Rules to set code parts on all transactions. You can
then display the cost side of the postings in the
Postings tab.
- Mail Expense Sheet - Sends the sheet by e-mail (e.g., to your immediate superior for
his/her information).
- Print Travel Expense - Prints the expense sheet.
- Entertainment Specific Report - Prints an entertainment-specific report that includes both guest lists and agenda that are connected to an expense sheet.
- Create Allowance (right mouse button only) - If the
travel began and ended within a 24 hour period, then the
Calculate
allowance for short Overnight trip window is displayed instead
of the Deductions and Additions
dialog, in which you specify meal and/or accommodation expenses. This choice is included
in the form only if IFS/Travel Allowance is installed.
- Create Summarized Allowance (right mouse button only) - If the
travel began and ended within a 24 hour period, then the
Calculate
allowance for short Overnight trip window is displayed instead
of the Summarized
Deductions and Additions dialog, in which you specify the number of meal and/or
accommodation expenses. This choice is included in the form only if IFS/Travel Allowance
is installed.
- Modify Compensations (right mouse button only) - Brings up a window that contains all
your compensations on the current expense sheet. In this window you can insert new
deductions, and update or remove existing ones. This choice is included in the form only
if IFS/Travel Allowance is installed.
For the description of each tab in the window, follow the appropriate link:
General, Expenses,
Entertainment ,
Credit Card,
Compensations, Mileage, Route,
Postings, Payments.
Note: The
Compensations and
Route
tabs are included in the form only if IFS/Travel Allowance is installed and
Payments
only if IFS/Employee Payment is installed.
Activity Diagrams
Enter
Employee Expenses