Lodging Details Tab of the Add/Edit Expense Screen

Use the Details Tab to enter details about the lodging expense.

If you are allowed to correct processed expense reports, but are not allowed to enter to corrections that would change the Expense Incurred amount, the following fields or buttons on the Expense Details tab are disabled:

  • Location
  • Check In Date
  • Check Out Date
  • Late Check Out
  • Conference
  • Clear Location
  • Country
  • State
  • City
  • County
  • Delete Expense
  • Currency (correcting this field would reset the Expense Amount to zero)
  • Expense Incurred

Screen Fields

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.

View Per Diem Rates

Click Per Diem Rates to view per diem rates for this expense.

Expense Date

To select a date, 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.

Check In Date

To select the date on which you checked into the hotel, 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."

This field is non-editable if the expense is an outstanding expense.

Check Out Date

To select the date on which you checked out of the hotel, 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."

This field is non-editable if the expense is an outstanding expense.

Late Check Out

Select this checkbox if you checked out of the hotel after the required checkout time and were charged an extra night's stay. If you select this checkbox, the ceiling amount on the next page is increased by one day.

If this expense is an outstanding expense, this field is non-editable and displays as selected or not selected as determined by the Maintain Expenses screen.

Number of Nights

The system calculates this field by subtracting the Check-In Date from the Check-Out Date. It uses this value to determine the "not to exceed" ceiling amount.

If the Check-In Date and the Check-Out Date are the same, the Number of Nights field will be "1." This field is non-editable if the expense is an outstanding expense.

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.

Provider

Use the drop-down box to select the provider used for this lodging expense. This field displays only if the Provider checkbox is selected in the Required Fields group box in the Input Options tab of the Expense Types screen.

Pay Method

Use the drop-down box to select the method that was used to pay for this expense. The default pay method is determined by the expense type selected and how it was configured. The list of valid payment methods is determined by those set up for the expense type and those set up in the employees' Expense Classes screen.

This field is non-editable for outstanding expenses.

Currency

Use the drop-down box to select the currency used to pay for this expense.

This field displays only if the expense type selected is configured to use multiple currencies and is non-editable for outstanding expenses.

Note: This field does not display if you are allowed to correct processed expense reports, but are not allowed to enter corrections that would change the Expense Incurred amount.
Exchange Rate

This field displays the exchange rate for the selected transaction currency and the user's pay currency. You can change this rate if the Modify Exchange Rate check box is selected in the Expense Classes screen.

This field displays only if the expense type selected is configured to use multiple currencies and is non-editable for outstanding expenses.

Expense Incurred

Enter the full amount of the expense.

This may or may not be the amount that is reimbursed. Depending on how this expense type is configured, you may not be reimbursed for amounts that are over the ceiling amount. This field is non-editable for outstanding expenses.

Note: This field does not display if you are allowed to correct processed expense reports, but are not allowed to enter corrections that would change the Expense Incurred amount.
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

This button only displays in the Add mode. 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.

Parent Topic: Details Tab of the Add/Edit Expense Screen