Add An Expense

Owned by Salome Lagvilava
Last updated: Apr 17, 2024 by Salome Lagvilava

To add a new expense to an Expense Report:

  • Click on Add An Expense
  • Select the Expense Type from the menu.
    • A search bar is available if you would like to search for an expense. Only a portion of the expense name needs to be entered for the search.
    • A search can be "Pinned" if you click on the push pin icon. This allows you to go back to your search list when you click on "Add an Expense".
  • To select an expense type press on that expense type
  • A separate window will open up on the right where you will be able to enter the expense details
  • Enter the expense details into the corresponding fields (Fields may vary depending on type of expense) and the system configuration.
  • Fields marked with an asterisk * are required.
  • There may be several tabs associated with an Expense (they will vary depending on how the application was set up). These additional tabs will only appear after an expense line is saved.
    • Click the Details  tab to view the expense detail and the distribution of the individual line item defaulted from the cover page.
    • Click the Attendees tab to add or edit Attendees (ex. Meals Expense Types).
    • Click the Receipts tab to upload receipts. Go to the Attachment section for instructions.
  • Click on Save to save your changes (If attendees are required, this button will read Apply And Go To Attendees ).
  • Click on Save & Add to save and add another expense.
  • Click on  icon to cancel any changes.
    • If the Expense has not been saved, it will cancel the expense.
    • If the Expense has been saved, it will cancel any changes since it was last saved.

Fields may vary depending on the type of expense being reported. Standard fields include:

  • Date: The date the expense was incurred. If there is a range of dates associated with the expense, choose the last date in that range.
  • Payment Type: Denotes how the expense was paid for (i.e. paid by employee or charged to the company credit card).
  • Description: The expense type.
  • Currency: The unit of currency the expense was incurred in.
  • Business: Amount of the expense that the business is responsible for.
  • Personal: Non reimbursable expense incurred by the traveler.
  • Notes: Any additional notes that the user may want to add.

Additional Types of Expenses and Features

Expense has additional features to make expense reporting even easier:

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