| Field | Description |
|---|
| Location
|
The
Location field only displays if the Expense Report Type and Expense Type track multiple locations. Select the location from the drop-down list to which you are applying this portion of your car rental. When you select a location,
Start Date,
End Date and
Comments (if you added any for the location) default.
|
| Expense Date
|
To select a date for 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
Expense Date field.
This field is required regardless of the Expense Type selected and is non-editable for outstanding expenses.
|
| Currency
|
If the expense involves a unit rate, select in
Currency the currency in which you are entering the unit rate. The available currencies are those for which a rate has been specified for the expense type and expense date.
|
| Provider
|
Use the drop-down box to select the provider used for this expense. This field displays only if the
Provider check box is selected in the Required Fields group box in the Input Options tab of the Expense Types screen.
|
| Number of (Unit Name)
|
Enter the number of units to be expensed in this optional field. It displays only if the
Unit Label field is entered in the Input Options tab of Expense Types screen. The value entered must match the formatting of the field. For example, if the field has a "0" in it, then you should enter "5". If the value has "0.00" then you can enter "5.62". But if the field has a "0" in it, you cannot enter "5.62".
|
| Starting (Unit Name)
|
Enter the starting unit number (for example, the starting odometer number, the copy number, and so on). This is an optional field, which displays only if the
Starting/Ending Units check box is selected and the
Unit Label field was entered in the Input Options tab of Expense Types screen. The value entered must match the formatting of the field. For example, if the field has a "0" in it, then you should enter "5". If the value has "0.00" then you can enter "5.62". But if the field has a "0" in it, you cannot enter "5.62".
|
| Ending (Unit Name)
|
Enter the ending unit number. This is an optional field, which displays only if the
Starting/Ending Units check box is selected and the Unit Label field was entered in the Input Options tab of Expense Types screen. The value entered must match the formatting of the field. For example, if the field has a "0" in it, then you should enter "5". If the value has "0.00" then you can enter "5.62". But if the field has a "0" in it, you cannot enter "5.62".
|
| Subtotal
|
The
Subtotal field displays the net number of units for this expense.
|
| [-] Personal ( Unit Name)
|
Enter the number of units that were used for personal use. The system multiplies this number by the rate per unit, and the resulting amount is not reimbursed to the employee. The value entered must match the formatting of the field. For example, if the field has a "0" in it, then you should enter "5". If the value has "0.00" then you can enter "5.62". But if the field has a "0" in it, you cannot enter "5.62".
|
| Total
|
The system calculates the value in this non-editable field by subtracting the personal number of units from the subtotal number of units (if the
Starting/Ending Units check box in the Required Fields group box in the Input Options tab of the Expense Types screen is selected) or by subtracting the personal number of units from the number of (units name) (if the
Starting/Ending Units check box is NOT selected).
|
| Rate Per Unit
|
This field displays the rate at which each unit will be reimbursed. You can change this rate if the
Override Unit Rate check box is selected in the Expense Types screen. Be sure the rate is expressed in terms of the currency shown in
Currency.
|
| User Defined #1
|
The function and purpose of this field is determined by your system administrator. Typically, this field either displays as a drop-down menu, where you must select a pre-determined value, or it is an edit field, where you can directly enter the requested information. If validation attributes have been assigned to this field, you may possibly receive warning or error messages.
|
| User Defined #2
|
The function and purpose of this field is determined by your system administrator. Typically, this field either displays as a drop-down menu, where you must select a pre-determined value, or it is an edit field, where you can directly enter the requested information. If validation attributes have been assigned to this field, you may possibly receive warning or error messages.
|
| User Defined #3
|
The function and purpose of this field is determined by your system administrator. Typically, this field either displays as a drop-down menu, where you must select a pre-determined value, or it is an edit field, where you can directly enter the requested information. If validation attributes have been assigned to this field, you may possibly receive warning or error messages.
|
| Short Description
|
This field defaults a description of the expense type. It is used in the Description field of the AP Voucher and the information displayed in the field is determined by the configuration of the expense type. This field is non-editable and displays regardless of the expense type selected.
|
| Comments
|
Use this optional field to enter any comments regarding this expense. This field is non-editable if the expense is an outstanding expense and the Comments have already been entered.
|
| Back
|
Click
Back to return to the previous tab.
|
| Cancel
|
Click
Cancel to exit and return to the Claimed Expense(s) screen. This button does not display in the View mode.
|
| Close
|
This button only displays in the View mode. Click
Close to exit and return to the Claimed Expense(s) screen.
|
| Reset
|
This button only displays in the Edit mode. Click
Reset to clear any modifications you have made and return to the original data.
|
| Continue
|
After completing fields on this tab, click
Continue to advance to the next tab. This button does not display in the View mode.
|
