Add a New Employee Expense File

You can add a new employee expense file in Transaction Entry.

If you use the Multicurrency feature, individual line items on the Employee Expenses grid can have different currencies. 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.

To add a new file, complete the following steps:

  1. From the Vision Navigation menu, click Transaction Center > Transaction Entry.
  2. In the Transaction Type field on the Transaction Entry form, select Employee Expenses.

    The transaction type list is filtered based on your security role's access rights. If you use Vision Multicompany, this list is further refined based on the active company. See the Accounting tab of Role Security (Configuration > Security > Roles) for more information.

  3. Click New.
  4. On the New File dialog box, complete the following actions:
    1. In the File Name field, enter a name for the transaction file.
    2. If this will be a recurring transaction, select the Recurring option.
    3. In the End Date field, enter or select the ending date for the transaction file.
    4. If you use Multicurrency, use the Currency field to specify the currency for the expense.
    5. If you have diaries set up in Accounting System Settings Configuration, use the Diary field to specify a diary type for the transaction. The Diary Number field auto populates with the diary number when you save the transaction.
    6. Optional. In the Control Total field, enter an amount and use the related fields to specify the advance amount, bank, and default tax codes.
    7. Click OK.

    The dialog box closes and the transaction file opens on the Employee Expenses form.

  5. Complete the header fields on the Employee Expenses form to specify the employee, expense report date, and expense report name.
  6. To specify line items for the transaction file, add rows to the grid; each row represents a single line item.
    Option Description
    To add a new line item Place the row selector on the row above where you want to add the new line item and click Insert.
    To add a new line item that is similar to an existing one Place the row selector on the row that you want to copy and click Copy. Modify the data on the new row.
    To delete a line item Place the row selector on the row and click Delete.
  7. Click Save.

    The fields below the grid display summary information for the transaction file.

Parent Topic: Procedures