Expense Report window

Field Description

Employee

The name of the employee submitting the expense report

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

 

Date

The date of the expense

Project

If the expense is associated with a project, enter the name of the project. Do not enter a project if this is a personal expense.

Phase

If the expense is associated with a phase, enter the name of the phase. 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

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:

Import If the transaction is associated with a credit card import detail item, the box prefills with an ID for the transaction

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