Register Expense

Explanation

Use this function to register all basic data information for your expenses. User can use My New Expense Sheet/ New Expense Sheet or New Expense Sheet- Admin when creating new Expense Sheets. A unique Trans ID number identifies each expense form. The expense form is always connected to one employee and also to one company. 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.

The expense sheet can be connected to a project activity or work task, but it is possible to override this on each expense row. (The connection can be made for the entire expense sheet, or on an individual row basis.) Expenses connected to projects or work tasks will be transferred when the expenses are authorized.

Use Abroad Travel Expense Option if the employee has been travelling abroad. You must also register which country(ies) the employee has been visiting and the date and time for departure and arrival to calculate the correct abroad allowance. This can be done in the next step of New Expense Sheet Assistant under Destinations. When the Abroad Travel Option is selected, the abroad travel dates will be displayed as per the travel Start and End dates. Specify the dates and time for the abroad travel if it is different from them.

Note: The Compensations and Route sections are included in the form only if IFS/Travel Allowance is installed and Payments only if IFS/Employee Payment is installed.

The system will automatically calculate allowances when you have registered the mandatory fields, Employee No, Start and End date and Save, in the expense form header. If the ACCSHORTOV property code is enabled for your company, you can use the Accommodation option to specify if you were on a short overnight trip. In some regions, short overnight trips award different allowances than normal trips.

• If you Select this option, it means you had accommodation during your trip and are not entitled to short overnight trip allowance.
• If you Clear this option, it means you had no accommodation and are entitled to short overnight trip allowance

The following options are available in the Expense sheet Details Page (Some are only visible for Expense Sheet- Admin page) :

• Add Expense - Opens a dialog which lets you add expenses to the expense sheet.
• Add Expenses from Credit Card - Generates expenses using the credit card transactions.
• Edit Expense Sheet Information - Opens a dialog which lets you edit expense sheet information.
• Delete Expense Sheet - Delete the expense sheet
• Details - View details of the expense sheet
• Confirm - Confirm the expense sheet
• Remove Confirmation
• Approve - Approve the expense sheet
• Remove Approval
• Authorize - Authorize the expense sheet
• Connect Advance Payments - Opens a page which lets you connect an advance payment to your expense sheet.
• Add Destinations - Opens a dialog which lets you add a destination.
• Deductions and Additions - Opens a page to view and edit deductions and additions.
• Tax Lines - Use o view, add, and/or change the tax details as calculated on the selected line in the expense sheet. 
• New  Posting - Uses Accounting Rules to set code parts on all transactions. You can then display the cost side of the postings in the Postings page.
• Print Travel Expense - Prints the expense sheet. Mail Expense Sheet - Sends the sheet by e-mail (e.g., to your immediate superior for his/her information). Included inside the Print Option.
• Entertainment Specific Report - Prints an entertainment-specific report that includes both guest lists and agenda that are connected to an expense sheet.
• Allowance Details - Shows the allowances and deductions generated for the travel. Can use the same page to modify the allowance details as well as add the deductions.

Use Expense Sheets under HCM Services to receive a detailed overview of the registered information for all expense sheets. The page will display information from your global company by default. You can use the Multi-Company Analysis to view information from all the companies to which you have access.

You can Confirm, Approve, Authorize, Add Expenses for Expense Sheets which are in preliminary and Confirmed state and View Details of selected expense sheets using Expense Sheets Page.

Prerequisites

Before registering the expense form header, the following must have been completed:

• You must have registered an employee.
• You must define Expense rules.
• To be able to enter the expense sheet on a project or a work task, the corresponding basic data must exist in the relevant component.

System Effects

As a result of this entry, an Expense Sheet will get created and you can enter the relevant expenses in it.

Pages

My New Expense Sheet
New Expense Sheet
New Expense Sheet - Admin

Activity Diagrams

Enter Employee Expenses, My Self-Service
Enter Employee Expenses