Changing an expense report

After you submit an expense report, you can no longer change it unless you unsubmit it or your supervisor/accounting manager rejects any expenses on it. You can unsubmit an expense report only if your company requires approvals ( > Setup > Company > Preferences > Time & Expense Entry tab).

To change an expense report

  1. From the > Manage menu, click Time & Expense.
  2. Click the My Expenses tab.
  3. To change the list of expense reports you are viewing on this tab, do the following, as needed:
  • Change which expense reports appear in the table. Click (Change View), enter the following information, and click OK.

To view expense reports

Do this

For a specific period

In the Date Range field, click the date or time period you want to view expense reports for. To choose a range of dates, click Select Dates and then enter the beginning and ending dates in the fields that appear to the right.

For a specific status
  • Select Employee to list expense reports you submitted, expense reports you did not submit, or both.
  • Select Supervisor to list expense reports that your supervisor approved, expense reports not approved, or both.
  • Select Accounting to list expense reports that accounting approved, expense reports not approved, or both.
  • Add optional columns to see additional information about the expense reports. Click (Customize), click the columns you want to add, and click OK.

Column

Description

Submitted

If selected, it indicates the employee submitted the expense report.

Advance

The amount of any advance given to the employee as reported on the expense report

Credit card amount

The amount of all items on the expense report charged on a company credit card

Personal expense

The amount of all items charged on a credit card that the employee reported as a personal expense

Reimbursement amount

The amount that the company will reimburse the employee. It is the amount of all expenses less advances and personal expenses.

Supervisor approved

If selected, it indicates that the employee's supervisor approved the expense report.

Accounting approved

If selected, it indicates that the accounting staff approved the expense report.

Expense rejected

If selected, it indicates that the expense report was rejected by the supervisor or accounting staff.

Processed

If selected, it indicates that the expense report created general ledger entries, a vendor invoice for non-credit card transactions, and bank entries for credit card transactions.
  • View the sort order or appearance of columns differently.
  1. Click the row of the expense report you want to change, and click Edit.
  2. Change the general information about the expense report:

Field

Description

Description

A short description of the expense report

Notes

A more lengthy description of the expense report

Report dates:

Begin date

The earliest date of expenses you include on this report

End date

The latest date of expenses you include on this report

Report amounts:

Advance amount

The amount of any advance payment you received for the expense on this expense report

Total amount

The total amount of all expense listed on the expense report.
  1. Add, delete, or change expense report items, as needed.

Add an item:

Begin entering information on the next available row.

Delete an item:

Click the row of the item, and click Delete.

Change an item:

Field

Description

Date

The date of the expense

Project

The project associated with the expense - Do not enter a project if this is a personal expense.

Phase

The phase associated with the expense - Do not enter a phase if this is a personal expense.

Expense Item

A description of the expense

Payee

The recipient of the payment you made for the expense

Units

If units are associated with the expense, the number of units

For example, if you are entering an expense for gas mileage, you would enter the number of miles you drove.

Unit Rate

If units are associated with the expense, the amount your company will reimburse you for each unit

If you change any of the unit rates, and then want to change all the unit rates back to the rate Ajera calculated for you, click Reset.

Amount

The amount of the expense

Reference

Number used to group and summarize similar items on the credit card bank register

For example, on your credit card, you have separate charges for the hotel room and for parking at the hotel. On your expense report, you enter H100 as a reference number for both the room charges expense item and the parking expense item.

If the expense is to be reimbursed on a vendor invoice, this field is for reference only on the expense report.

Credit card

If you charged the expense on a company credit card, the credit card you used

Note: After you enter an amount, the Credit Card field becomes available for entry.

Personal expense

Select this check box if this is a personal expense and you charged it on a company credit card. Ajera then enters the expense as a negative distribution on the vendor invoice for the expense report.

Optional columns:

Attachments

Any attachments related to the item

You can click the attachments icon in the table to add, change, or open attachments.

The column displays if there are no attachments, and if there are attachments. 

Notes

Any notes entered by the employee submitting the expense report.

Manager notes

Any notes entered by the manager approving the expense report

Reject by

The person who rejected the item
  1. Click Save.