Entering expense reports in the browser

Before you begin

To enter a new expense report

Click

> Manage > Expense Reports.

On the My Expenses tab, click New.

In the Expense Report beginning date field to enter a date or select a date on the calendar.

In the Expense Report ending date field to enter a date or select a date on the calendar.

Ajera uses the ending date as the date of the vendor invoice that it produces from this expense report.

Click Done.

Your name will appear in the Employee field.

In the Description field, type a short description of the expenses on this report.

Use the Notes field to enter a more lengthy description.

Review the report dates in the Begin Date and End Date fields to be sure they are correct, and change them as needed.

In the Advance field, enter the amount you received as an advance payment for the expenses you are reporting on this expense report.

Ajera uses the expense report ending date as the date of the advance transaction on the vendor invoice.

Example:

Your company issues you an employee advance of $500 for a weeklong conference. On your expense report, you enter the portion of the $500 advance spent that day.

Complete one row of the table for each expense you want to enter:

For

Do this

Date

Enter the date of the expense.

Project

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

If My Company and My Departments filters are on, the project list will only contain projects for the employees company or department.

Phase

If you enter a project, enter the phase.

Do not enter a phase if this is a personal expense.

Expense Item

Select the type of the expense.

Payee

Type the name of the recipient for the payment you made.

Units

If you are entering a unit expense, type 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 you entered a unit, Ajera enters the unit rate and amount for you, based on the type of expense item you selected. You can change the rate, if needed.

For example, if you are entering an expense for gas mileage, and your company reimburses you for 48.5 cents a mile, you would enter that amount here.

Amount

Enter the amount of the expense.

If you entered units, Ajera calculates the amount for you, which you can change.

Credit Card

If you charged the expense on a company credit card, select the credit card.

Note:

If you want an employee to view or edit this column, select the Use expense reports check box on the Setup > Employees > Time & Expense Entry tab and select at least one credit card in the credit card fields.

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.

Click

to add these optional columns to the table, as needed:

Column

Description

Import

If you are using credit card import, you can associate the expense report detail row with an imported credit card item.

Notes

Any notes entered by the employee submitting the expense report.

Manager Notes

Any notes entered by the manager approving or rejecting the expense report.

Rejected

The person who rejected the item.

Reference

Use this field to group and summarize similar items on the credit card bank register. Enter any number on more than one expense item for those items to be grouped together.

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.

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.

To cancel a row, in the Actions column of the expense report row, click

> Cancel.

To import credit card items, in the Actions column of the expense report row, click

> Import Credit Card List.

Select individual items to add or click Select All to add credit card items to the expense report.

Use the Import column in the Expense Report detail window to associate import items with an existing expense report row.

Add attachments to the expense report detail row.

To delete an expense report item that has not been approved, in the Actions column of the item row, click

> Delete.

Temporarily sort expense report detail items.

If you are ready to submit the expense report and want it to be processed (or approved, if your company requires approvals):

For a single expense report, in the Actions column click > Submit or click the Select check box and click Submit.
For multiple expense reports, check the Select check box for the expense reports you want to submit and click Submit.

Once you submit an expense report, you can no longer change it unless you unsubmit it.

You can only unsubmit an expense report if your company requires approvals.

If you are not ready to submit the expense report, click

to save. You can open it later.