Enter each employee expense item in a separate row in the grid.
Field | Description |
Date
|
Enter the date for this transaction. Click the calendar icon to select the date from a calendar.
|
Description
|
Enter a description for the expense item.
|
Project
|
Perform one of the following actions to enter the project number:
- In this field, enter all or part of the project number. Vision searches for matching records in your database. If only one possible match is found, Vision enters the record. If more than one possible match is found, Vision displays a list of all possible matches. Select the project from the list.
- Click
to display the lookup and select the project record.
|
Phase
|
Perform one of the following actions to enter the phase number:
- In this field, enter all or part of the phase number. Vision searches for matching records in your database. If only one possible match is found, Vision enters the record. If more than one possible match is found, Vision displays a list of all possible matches. Select the phase from the list.
- Click
to display the lookup and select the phase record.
|
Task
|
Perform one of the following actions to enter the task number:
- In this field, enter all or part of the task number. Vision searches for matching records in your database. If only one possible match is found, Vision enters the record. If more than one possible match is found, Vision displays a list of all possible matches. Select the task from the list.
- Click
to display the lookup and select the task record.
|
Account
|
Enter the general ledger account for the expense 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.
Perform one of the following actions to enter the account number in this field:
- In the
Account field, enter all or part of the account number. Vision searches for matching records in your database. If only one possible match is found, Vision enters the record. If more than one possible match is found, Vision displays a list of all possible matches. Select the correct account from the list.
- Click
to display the lookup and select the account record.
- If a default tax code has been entered on the Tax Auditing tab in Configuration, then the default tax code displays in this field. You can modify the code.
- If you are using an expense category, a category-specific default tax code may automatically display in this field. You can modify a category-specific default tax code only if your system administrator has selected the
Tax Code Editable option on the Expense Report Categories form in Expense Report Configuration.
If you are using the Multicurrency feature and a currency has been specified for this account (on the General tab of the Accounts Info Center), the account is a foreign denominated account. All transactions affecting a foreign denominated account must be in the same currency.
|
Currency Code
|
If you use the Multicurrency feature, this field prefills with the transaction currency that you selected on the New File dialog box when you created the transaction file. Click in this field to display a drop-down icon, and 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 use the Tax Auditing feature (the Enable Tax Auditing Feature check box is selected on the Tax Auditing tab in
), 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 the
Enable Tax Auditing Feature check box is selected on the Tax Auditing tab in
.
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 on the New File dialog box. (This dialog box displayed when you entered a new transaction file for the employee expense transaction entry.)
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 where you can change the tax codes to recalculate the taxes. Or, 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.
|
Originating Vendor
|
This field displays only if you selected the
Enable Originating Vendor for Employee Expenses and AP Vouchers check box on the Tax Auditing tab in
. Entry in this field is optional.
Click in this field to display
and then click this icon to open the Vendor Lookup. 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 the Multicompany feature, 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 tab in the Vendor Info Center.)
|
Net Amount
|
This field displays only if the
Enable Tax Auditing Feature check box is selected on the Tax Auditing tab in
.
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.
|
Exchange Override Rate
|
If you use the Multicurrency feature, you can use this field to override the exchange rate for a single line item.
Vision stores each transaction amount that you enter in the currency that you selected on the New File dialog box. Vision 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, Vision uses the daily exchange rates that you establish in Configuration 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 are using the Multicurrency feature, 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.
|
Payment Exchange Rate
|
If you are using the Multicurrency feature, 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.
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