Details Tab of the Add or Edit Expense Screen

When you add or edit planned expenses, the details you are required to enter may vary based on the type of expense you are entering.

These exceptions are noted within the field description that follow below. Additionally, the buttons that display in Add mode are different from those that display in Edit or View mode. These differences are also noted.

Screen Fields

Field	Description
Expense Date	To select the date on which this expense will be incurred, enter it manually, or select a date from the calendar that displays below the field. In the two-month view, the calendar displays the default month and date on the right and the previous month on the left. Click the arrows at the top of the calendar to change the month. The value you enter must be valid date format, which are numeric characters. The date format is "MM/DD/YYYY." The date you select automatically populates the Expense Date field. This field is available for all expense types where Multiday is not selected on the Input Options tab of the Expense Types screen. However, if the date displays based on the location selected in the Location field, you cannot change it here. The expense date must fall within the period defined by the start and end dates selected in the Background section of the expense authorization.
Start	To select the starting date of this expense, enter it manually, or select a date from the calendar that displays below the field. In the two-month view, the calendar displays the default month and date on the right and the previous month on the left. Click the arrows at the top of the calendar to change the month. The value you enter must be valid date format, which are numeric characters. The date format is "MM/DD/YYYY." The date you select automatically populates the Start Date field. This field is available for all expense types with Multiday selected on the Input Options tab of the Expense Types screen. However, if the start date displays based on the location selected in the Location field, you cannot change it here. The start date must fall within the period defined by the start and end dates selected in the Background section of the expense authorization.
End	To select the ending date for the expense, enter it manually, or select a date from the calendar that displays below the field. In the two-month view, the calendar displays the default month and date on the left and the next month on the right. Click the arrows at the top of the calendar to navigate to a different month. The value you enter must be valid date format, which are numeric characters. The date format is "MM/DD/YYYY." The date you select automatically populates the End Date field. This field is available for all expense types with Multiday selected on the Input Options tab of the Expense Types screen. However, if the end date displays based on the location selected in the Location field, you cannot change it here. The end date must fall within the period defined by the start and end dates selected in the Background section of the expense authorization.
Days/Nights	If the expense is for car rental, Number of Days displays the number of days to which the expense applies, based on the start and end dates for the expense and on the Late Return check box. If the expense is for lodging, Number of Nights displays the number of nights to which the expense applies, based on the start and end dates for the expense.
Late Check Out	If the expense is for lodging, select Late Check Out if you will not be checking out of your hotel until after the check out time. When you do, the value in Number of Nights is increased by one.
Late Return	If the expense is for car rental, select Late Return if you will be returning your rental car after the late return time. When you do, the value in Number of Days is increased by one.
Conference	This field displays only for Conference-Lodging expense types. Select Conference if the expense should be reimbursed at the adjustment percentage rate (for example, 125%), instead of the normal Per Diem Ceiling or Per Diem Allowance rate.
Location	In the Location field, select the location where the expense will be incurred. If your system administrator has configured default locations for per diem expenses, the default location displays in the Location field. You can override the default by selecting a different location. When you select a location, the start and end dates, per diem location information, and ceiling amount for the expense are set accordingly. This field is only available if the expense type is set up to allow multiple locations on one expense report and you selected Multiple Locations in the Background section of the expense authorization. Note: This function is not available in View mode.
View Per Diem	Click View Per Diem to view the effective per diem rates for this location. Note: This function is not available in View mode.
Comment	Use Comments to enter any notes or explanations related to the expense. This field is available for all expense types.
Rate Per Unit	Rate Per Unit displays the rate at which each unit will be reimbursed. If the Override Unit Rate check box is selected for the expense type on the Expense Types screen, you can change the rate here. If Override Unit Rate is not selected, you cannot change the rate. This field is only available for Other or Mileage expenses for which the units label is not blank.
Ceiling Per Unit	Ceiling Per Unit displays the ceiling amount per unit for the expense. This field is only available for Other expenses that are based on a number of units.
Ceiling (USD)	Ceiling displays the ceiling amount for the expense for the time period and location in which it will be incurred. This field is available for all expenses except Other expenses that are based on a number of units.
Estimate (USD)	Estimate displays the estimated expense amount in the employee's pay currency. For some expenses, you can enter or edit the estimated expense amount. In the following cases, however, it is calculated and displayed but you cannot change it: The expense is for mileage. The expense is an Other expense and is based on a number of units and a rate per unit. The expense is for lodging or meals, and the expense type is set up with a per diem amount that is an allowance rather than a ceiling.
Cancel	This button only displays in Add mode. Click Cancel to exit and return to the Planned Expense(s) screen.
Continue	This button only displays in Add mode. After completing fields on the Detail(s) tab, click Continue to advance to the Charge Allocation tab.
Save	This button only displays in Add mode. Click Save to update the database with your changes. If any modifications do not clear validations, the Errors/Warnings screen displays. Errors must be corrected, but warnings can be bypassed.
Reset	This button only displays in Edit mode. Click Reset to clear any modifications you have made without saving them.
Update	This button only displays in Edit mode. Click Update to update the database with changes you have made. If any modifications do not clear validations, the Error/Warnings screen displays. Errors must be corrected, but warnings can be bypassed.
Close	This button only displays in View mode. Click Close to exit and return to the Planned Expense(s) screen.