Contents of the Employee Expenses Form

After you open an employee expenses transaction file, the fields that display in the header fields at the top of the form apply to the entire transaction. The Project Information grid contains individual transaction line items.

Fields

Field	Description
Transaction Filename	This field displays if the active company uses files to group transactions. This field displays the filename of the transaction file.
Active Company	This field displays if you have multiple companies in Vantagepoint. This field displays the active company to which the individual transaction or transaction file belongs to.
Status	This field displays the current status of the transaction or transaction file.
Approved By	If the transaction file has been approved, this field displays the name of the employee who approved it.
Employee	Enter the employee name or number or use the Employee lookup to select one.
Report Date	Specify the date for this expense report.
Report Name	Enter a descriptive name for the expense report.
Amount Advanced	Enter the amount of money that your company gave to the employee in advance of incurring the expenses. If you are use multiple currencies, employee expenses are paid in the functional currency of the employee's home company.
Total Due	This field displays the total monetary amount that the firm owes the employee for the expenses included on the expense report. This amount is calculated by adding all the expense items on the expense report and then subtracting the amount of any advances and/or company paid items. If the advanced amount exceeds the total expenses amount, the total due will be a negative amount. If you use multiple currencies, employee expenses are paid in the functional currency of the employee's home company.
Diary	This field displays only if you have set up a diary for the fiscal period or fiscal year in which you are entering transactions in the Diary Auto Numbering Options section of the Transaction Settings form in Settings > Accounting > Transactions. Use this field to select a diary code for the current transaction or the group of transactions if you are processing a group of transactions, such as in a vendor payment run. The diaries are used to generate diary reports that contain a set of sequentially numbered transactions that have been posted to the general ledger during the fiscal year or to specific fiscal periods. You can assign different diaries (that have different diary types) to different types of transactions. The Diary list contains three columns. The first column displays the diary code. The second and third columns display the diary type for the diary code and the description of the diary type. All diaries that you set up on the Diary Auto Numbering Options section in Transactions Settings that have the same fiscal period or fiscal year in which you are entering transactions, or that have no fiscal period or year entered for them, are available for selection. The list also includes IC - Intercompany Diary to capture intercompany transactions. If you use multiple companies, you can select only those diary codes that are set up for the current company. You cannot delete a transaction after it has been saved with a diary number. If a transaction is incorrect, you can enter zero amounts for the transaction or enter a reversing transaction.
Diary Number	This field prefills with an auto-generated number when you save a transaction. The diary numbers tie the specific transactions to debit and credit entries that are posted to the general ledger for the purpose of producing diary reports. The auto numbering ensures that the diary numbers are sequential, based on the order that transactions are posted. The next number to use for a diary is specified in the Next Diary Number field in the Diaries grid of the Diary Auto Numbering Options section on the Transaction Settings form, in Settings > Accounting > Transactions.
Currency	This field appears if you use multiple currencies. This field displays the currency used for the transaction.
Exchange Override	This field appears if you use multiple currencies. This field displays any exchange override information including if you are overriding the exchange date or exchange rates. Click to update the transaction currency and the exchange rate for the transaction.

Project Information Grid Fields

Enter each employee expense item in a separate row in the grid.

Field	Description
Date	Specify the date for this transaction.
Description	Enter a description for the expense item.
Project	Enter the project number or select a project from the list.
Phase	Enter the phase number or select a phase from the list.
Task	Enter the task number or select a task from the list.
Account	Enter the general ledger account for this disbursement item. The project type and account number must be compatible. If the disbursement is for a regular project, enter a reimbursable or direct account. If the disbursement is for an overhead project, enter an indirect account. Enter the account number or use the Account lookup to select an account. If you use multiple currencies and a currency has been specified for this account (on the General tab of Chart of Accounts Settings), the account is a foreign denominated account. All transactions that affect a foreign denominated account must be in the same currency.
Currency	If you use multiple currencies, this field prefills with the transaction currency that you selected when you created the transaction file. You can select a different currency from the drop-down list. For example, if an employee submitted an expense report following a trip, you might enter USD, EUR, and CAD as currencies for various line items. This makes it easier for you to match source documents, such as hotel receipts, to the charges on the expense report.
Amount	Enter the amount for the expense item. This amount prefills in the Payment Amount field in the grid. If you set the Enable Tax Auditing Feature option to Yes in Settings > Cash Management > Options, the following fields in this grid prefill with calculated amounts after you enter an amount in the Amount field: Total Tax Amount Net Amount Net Amount = Amount – Total Tax Amount If you change the amount in the Net Amount field, the amount in the Amount field is recalculated automatically.
Total Tax Amount	This field displays only if you set the Enable Tax Auditing Feature option to Yes in Settings > Cash Management > Options. This field prefills with the calculated tax amount for an employee expense item after you enter an amount in the Amount field. The calculation is based on the amount in the Amount field and the default tax codes that were entered for the vendor in the Firms hub. The amount in the Total Tax Amount field is used to calculate the amount in the Net Amount field. If you change the amount in the Net Amount field, the total tax amount is recalculated automatically. The tax amount that is automatically calculated, or the 0.00 that displays in this field if no tax codes are entered, is a blue underlined hyperlink. Click the hyperlink to open the Tax Codes dialog box, on which you can change the tax codes to recalculate the taxes. Alternatively, you can directly change the tax amounts. If you change the tax amount in the Total Tax Amount field, the amount in the Net Amount field is recalculated automatically, unless the tax code is a reverse charge tax. The amount in the Total Tax Amount field includes reverse charge tax amounts if a reverse charge tax was applied to an employee expense.
Originating Vendor	This field displays only if you selected the Enable Originating Vendor for Employee Expenses and AP Vouchers option on the Cash Management Options settings form in Settings > Cash Management > Options. Enter the vendor in this field or use the Vendor lookup to select the vendor from whom the expense item was originally purchased. For example, an employee may have paid for a hotel room and a plane ticket. You can associate the expense items with the specific hotel and airlines vendor. You can select active or inactive vendors, but not dormant vendors. If you use multiple companies, you can select only vendors who are approved for use for processing for the active company. (The Approved for use in processing company xx setting is on the Accounting section in the Firms hub.)
Net Amount	This field displays only if you set the Enable Tax Auditing Feature option to Yes in Settings > Cash Management > Options. This field prefills with the amount in the Amount field less the amount in the Total Tax Amount field (Amount – Total Tax Amount). If you change the amount in the Amount field or the Total Tax Amount field, the amount in the Net Amount field is recalculated automatically. The amount in the Net Amount field is not decreased by a reverse charge tax amount if a reverse charge tax was applied to an employee expense.
Exchange Override Rate	If you use multiple currencies, you can use this field to override the exchange rate for a single line item. Vantagepoint stores each transaction amount that you enter in the currency that you selected when you created the transaction file. Vantagepoint also stores the amount in the functional currency of the company that owns (via organization structure) the project, phase, or task charged for the transaction. If the transaction currency and functional currency differ, Vantagepoint uses the daily exchange rates that you establish in Settings to calculate the amount in the functional currency. Usually, a transaction is recorded using the exchange rate in effect on the date the transaction took place, unless you specify an override in this field.
Payment Amount	This field prefills with the amount from the Amount field. This is the amount to be paid. If you use multiple currencies, employee expenses are always paid in the functional currency of the employee's home company (specified via organization codes). If the payment currency is different from the transaction currency, this field shows the translated amount. You can also manually enter the payment amount in this field if there is no exchange rate that would yield the exact payment amount for the expense. The amount in the Payment Amount field is not increased or decreased by a reverse charge tax amount if a reverse charge tax was applied to an employee expense.
Payment Exchange Rate	If you use multiple currencies, employee expenses are always paid in the functional currency of the employee's home company (specified via organization codes). If the payment currency is different from the transaction currency, you can use this field to override the rate used for a single line item.
Suppress Bill	Select this check box to suppress billing on an expense. The amount on each detail line is costed to the general ledger only (and does not become a billable transaction). If you select this option, then the expense does not flow through to the Billing application.
Account Name	This column displays the general ledger account name for the line item.
Client Name	This column displays the name of the client associated with the project.
Phase Name	This column displays the phase number associated with the line item.
Project Name	This column displays the project number associated with the line item.
Task Name	This column displays the task number associated with the line item.