| Submit Expense Sheet
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When you select this action, you submit the expense sheet in the window. If you try to edit a submitted expense sheet, Maconomy issues a warning. If you then continue, the expense sheet is no longer registered as submitted.
When the expense sheet is submitted, Maconomy checks all lines on the sheet to see if there are lines that do not require approval according to the approval principle of the job to which each individual line refers. Lines that do not require approval are transferred for posting. Furthermore, any line pertaining to a job for which the employee in question is the project manager automatically receives project manager approval if project manager approval is optional or required, and the job parameter “Automatically approve Project Manager’s Expense Lines” has been set to “Yes” for the job in question.
If you use approval hierarchies — that is, if an approval hierarchy has been selected for expense sheets in the window Approval Hierarchies in the Set-Up module — Maconomy will find out who is to approve the expense sheet in question on the basis of the current approval hierarchy. Information on approval hierarchies and the next approver is shown in the fields in the island Approval.
If you do not use approval hierarchies, the expense sheet can be approved by the employee’s supervisor. See the description of the windows Approval Hierarchy Selection and Approval Hierarchies in the Set-Up module for further information on creation and use of approval hierarchies.
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| Release Expense Sheet
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This action can only be used if the field “Trans. Non-Appr. Time Sheets” has been marked in the window System Information, and the current user has access to transferring time sheets as specified in the window Actions. The employee specified as the supervisor for the current employee, however, always has the right to release expense sheets for the employee in question if the above-mentioned field in the window System Information has been marked. The user naturally needs access to view the expense sheets to be released.
When this action is selected, the current expense sheet is transferred to a journal of the type “Expense Sheet Journal” which can be posted in the G/L module. This allows you to invoice the customer before the expense sheet has been approved using the action “Approve Expense Sheet.” However, the transfer depends on the approval principle selected for the job in the window Jobs. If both the employee’s supervisor and the project manager of a given job need to approve expense sheets, the expense sheet lines concerning the job in question are only transferred if both project manager and supervisor have either released or approved the lines. The project manager releases or approves the individual expense sheet lines in the window Approve Expense Sheet Lines, while the supervisor does it for a whole expense sheet at a time by selecting this action.
An expense sheet can only be released if it has been submitted. Any dimension values from the employee, activity, job, or company are copied to the expense sheet journal.
When the invoice is posted, Maconomy creates a number of entries which are placed in an expense sheet journal. Once the number of entries in a journal reaches 500, Maconomy automatically creates a journal for the next 500 entries. Maconomy creates one entry per expense sheet line.
When posting expense sheet journals, Maconomy checks if the journal in question contains entries where the posting date is outside the open posting period for G/L entries in the companies affected by the expense sheet lines. If the journal contains such entries, the G/L entries created as a result of the posting will be assigned a posting date corresponding to the first date in the open G/L posting period of the company in question. The job entries created are assigned the posting dates specified in this window, as well as a reference date identical to the one used on the G/L entries.
If an employee has been working on a job which is to be invoiced by another company (the responsible company) than the one to which the employee is assigned (the executing company), the transfer will result in intercompany entries between the two companies involved. However, if the system parameter “Create intercompany entries for companies with same parent company” is not marked, intercompany entries are only created if the two companies involved are not both assigned to the same parent company.
When expense sheets have been posted, the expense sheet journals will be settled on the account for expense settlement. The account for expense settlement is specified by means of a dimension combination in the window Posting References. Please note that the dimension combination may include other dimension values that are to be used in this connection.
If the employee who filled in the expense sheet has been assigned to a vendor in the window Employees in the Set-Up module, Maconomy checks if any of the expenses were registered on activities for which the window Activities indicates that expenses are to be settled through a vendor. For such expense sheet lines, Maconomy will create entries on the vendor to which the employee is assigned, instead of on the account for expense settlement. When posting expense sheets containing more than one line to be settled through a vendor, Maconomy creates only one vendor entry covering all these expense sheet lines, provided that the currency and entry date are the same on the expense sheet lines in question. This means that when posting a vendor-related expense sheet, Maconomy will create one vendor entry per currency and per entry date. The vendor entries created in this process must be approved for payment before reimbursement can take place, unless the system parameter “Automatically approve expense sheets for payment” has been marked, in which case the vendor entries are approved automatically.
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| Approve Expense Sheet
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When this action is selected, the expense sheet shown in the window is approved, and unless the expense sheet has already been transferred, a number of entries in an existing expense sheet journal will automatically be created as described above in the section “Release Expense Sheet.” However, the transferal depends on the approval principal as described in the action “Release Expense Sheet” above.
Once an expense sheet has been approved, you can only make changes to it by first selecting the action “Reopen Expense Sheet.” You can find more information about access and expense sheet journals above in the description of the action “Release Expense Sheet.”
An expense sheet can only be released if it has been submitted.
When an expense sheet is approved, the fields “Transferred” and “Approved” in the island Status will automatically be marked. An expense sheet journal created by using this action contains the same entries as a journal created by using the action “Release Expense Sheet.”
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| Reopen Expense Sheet
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This action is used for reopening an approved and transferred expense sheet for changes, if the expense sheet is within the open posting period for job entries. It is possible to edit already reported quantities and to create lines, but approved lines cannot be deleted, and it is also not possible to change entry date, job and activity numbers, dimensions, or tasks on these expense sheet lines.
When the expense sheet is reapproved, Maconomy creates a journal with the difference between the previous registration and the new one. If, for instance, you have first approved USD 400 on a given job, activity, and day, and you later change it to USD 600, the new job journal will include an entry of USD 200. Contrarily, if you change the entry to USD 300, the journal will include an entry of USD -100. If the expense sheet is approved without new changes, Maconomy does not create an expense sheet journal.
In the window Actions in the Set-Up module, you can specify which users are allowed to reopen expense sheets.
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| Create Favorite
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When you select this action, Maconomy will attempt to create a new favorite from the current combination of job, task, and activity. If this combination does not exist as a favorite already, a new favorite named by a combination of job name, task description, and activity text is created – for instance “XYZ Corp Campaign, Client Meeting, Analysis“. You can inspect and edit the favorite in the windows Favorites or Favorite.
The new favorite is immediately available in the Expense Sheets window.
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