Expense form entry
Use this function to enter expense notes for an employee and post them at a later stage using the Posting function and, if necessary, pay them using a manual Payment entry or Automatic payment proposal.
An employee (i.e. a person for whom it is possible to enter expense notes) is defined in the following way:
- They must be identified as a user in the user table. This makes it possible for users to enter their own expense notes and to give default values (i.e. amounts and allowances) that facilitate this entry.
Conversely, it should be noted that a user that is not given access to enter their expenses does not necessarily have access rights (defined in the first tab of the user record). - They must also exist as a business partner in the business partner table and the 'Miscellaneous BP' indicator in the first tab of the BP record must be checked. This is namely used to post the expense note to a control account and individual account, considering the payment method selected in the BP record (via the expense note document type) and the bank details so as to enable the entry or payment proposal.
If these two conditions are met, the link between the user code (used as key for the employee entered here) and the BP code is defined by the user parameter EXBPR - Diverse BPs for expenses (TRS chapter, EXP group).
Prerequisites
Refer to documentation Implementation
Screen management
The entry of expense notes is performed between two dates defined by the parameters EXPSTRDAT - Period start date and EXPENDDAT - Period end date (TRS chapter, EXP group). These dates are used in the Period button located in the actions panel.
If these parameters are note entered, you cannot enter expense notes and the Period button is inactive.
When the employee code is entered (if necessary and authorized), you can view the set of expense lines already entered within these two dates in a grid. You can modify them (if they are not already posted), enter new ones and validate the entry.
Entry screen
Presentation
The entry is used to record the following information :
- The site concerned, the date, and the expense code describing the nature of the expenses involved.
- The unitary quantity, then the actual Ex-tax amount of the expenses involved, and the currency in which this amount was committed.
The Ex-tax amount to be reimbursed is then displayed. This amount may be less than the actual expense in the case where a unitary expense ceiling has been defined by expense type as a function of the employee. By default it remains modifiable (but this modification can be prohibited as a function of the expense code). This amount will be posted and used as the basis for reimbursement, including the taxes calculated based on the corresponding VAT code displayed (taken from the expense code); it can be modified.
You must then enter the following information:
- The analytical allocations for the dimensions on which it can be entered, with the default values arising from the rules defined in the expense code (they can come from either the user or from the expense code itself).
- A visa (code of the user that has signed off the entry). This field is not mandatory.
- An informative comment, whose entry can be forced according to the expense type.
A further field appears at the end of the line. It can take the values Not posted or Posted in simulation or Posted, according to whether the expense line has or has not been posted in simulation or posted to accounting. In the latter case, the line is disabled.
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Fields
The following fields are present on this tab :
Block number 1
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Block number 2
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Grid Details
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Action icon
Journal Inquiry
This function, accessible using the Actions menu from a posted line, is used to view the resulting journal entry.
Currency Rates
This function, accessible using the Actions menu from a non-posted line, is used to change the exchange rate type and date.
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Reports
By default, the following reports are associated with this function :
EXPENSES : Expense payment
This can be changed using a different setup.
Menu Bar
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Click on this button to display the date range entered for the expense lines. By default, dates are loaded according to the value of the parameters Period start date - EXPSTRDAT and Period end date - EXPENDDAT (TRS chapter, EXP group). |