Additional Details

This tab displays additional information regarding the expense. The information on the tab varies depending on the Wizard Type selected on the Basic Information tab. To find out which fields are available for any wizard type, click on the wizard link below:

Car Rental

For "Car Rental" expenses, the following fields are available:

Entertainment

For "Entertainment" expenses, the following fields are available:

Lodging

For "Lodging" expenses, the following fields are available:

Meals

For "Meals" expenses, the following fields are available:

Mileage

For "Mileage" expenses, the following fields are available:

Other

For "Other" expenses, the following fields are available:

Transportation

For "Transportation" expenses, the following fields are available:

 

See below for details regarding each field.

Provider

Use this drop-down box to select the appropriate provider for this expense. The valid values are all providers in the Providers screen where the Active checkbox is selected. This field is optional and is available for all wizard types.

If you are viewing an existing record, this field will be non-editable if the Expense Report ID and Expense ID fields have values. If they do not have values, you can change or add a provider.

Merchant

Enter a merchant name, ID, or other information regarding the merchant that was used for this expense. This is used for informational purposes to more easily identify the expense for the employee. This field is optional and is available for all wizard types.

If you are viewing an existing record, this field will be non-editable if the Expense Report ID and Expense ID fields have values. If they do not have values, you can change or add a merchant.

Start Date/Check-in Date/Departure Date

Use Calendar Lookup to select the start date/check-in date/departure date for this expense. If the expense is for a car rental, this field will be called Start Date. If the expense is for lodging, this field will be called Check-In Date. If the expense is for transportation, this field will be called Departure Date. For all other types of expenses, this field is not displayed. If displayed, this field is required.

If you are viewing an existing record, this field will be non-editable if the Expense Report ID and Expense ID fields have values. If they do not have values, you can change the start date/check-in date/departure date.

End Date/Check-out Date/Return Date

Use Calendar Lookup to select the end date/check-out date/return date for this expense. If the expense is for car rental, this field will be called End Date. If the expense is for lodging, this field will be called Check-out Date. If the expense is for transportation, this field will be called Return Date. For all other types of expenses, this field is not displayed. If displayed, this field is required.

If you are viewing an existing record, this field will be non-editable if the Expense Report ID and Expense ID fields have values. If they do not have values, you can change the end date/check-out date/return date.

Agreement Number/Ticket Number

Enter the agreement number/ticket number for this expense. If the expense is for car rental, this field will be called Agreement Number. If the expense is for transportation, this field will be called Ticket Number. For all other types of expenses, this field is not displayed. This field is optional.

If you are viewing an existing record, this field will be non-editable if the Expense Report ID and Expense ID fields have values. If they do not have values, you can change or add the agreement number/ticket number.

Pickup Location

Enter the pickup location for this expense. This field will be displayed only if the expense is for a car rental. For all other types of expenses, this field is not displayed. This field is optional.

If you are viewing an existing record, this field will be non-editable if the Expense Report ID and Expense ID fields have values. If they do not have values, you can change or add the pickup location.

Return Location

Enter the return location for this expense. This field will be displayed only if the expense is for a car rental. For all other types of expenses, this field is not displayed. This field is optional.

If you are viewing an existing record, this field will be non-editable if the Expense Report ID and Expense ID fields have values. If they do not have values, you can change or add a return location.

Number of Nights

This field will be displayed only if the expense is for lodging and is a calculated field. The system subtracts the Check-In Date from the Check-Out Date to determine the number of days for the lodging expense. For all other types of expenses, this field is not displayed. This field is required.

Location

Enter the location for this expense. This field will be displayed only if the expense is for lodging. For all other types of expenses, this field is not displayed. This field is optional.

If you are viewing an existing record, this field will be non-editable if the Expense Report ID and Expense ID fields have values. If they do not have values, you can change or add a location.

Room per Night

Enter the amount that was spent per night for the lodging expense. This field will be displayed only if the expense is for lodging. For all other types of expenses, this field is not displayed. This field is required.

If you are viewing an existing record, this field will be non-editable if the Expense Report ID and Expense ID fields have values. If they do not have values, you can change the room per night amount.

Tax per Night

Enter the amount that was spent per night on taxes for the lodging expense. This field will be displayed only if the expense is for lodging. For all other types of expenses, this field is not displayed. This field is required.

If you are viewing an existing record, this field will be non-editable if the Expense Report ID and Expense ID fields have values. If they do not have values, you can change the tax per night amount.

Itinerary

Enter the itinerary for this expense. This field will be displayed only if the expense is for transportation. For all other types of expenses, this field is not displayed. This field is optional.

If you are viewing an existing record, this field will be non-editable if the Expense Report ID and Expense ID fields have values. If they do not have values, you can change the itinerary for this expense.

Comment

Enter a comment for this expense. This field is optional and is available for all wizard types.

If you are viewing an existing record, this field will be non-editable if the Expense Report ID and Expense ID fields have values. If they do not have values, you can change or add a comment for this expense.