Enter Data in an Expense Report

In the Expense Reports area of iAccess, you can enter create and enter expenses on a new expense report or update an existing expense report.

Prerequisites: Your expense report processing capabilities depend on how your system administrator defines settings in Vision. Depending on those settings, some of the steps described in this topic may not apply to your expense reports. Contact your system administrator if you have questions.

To enter data on an expense report, complete the following steps:

  1. In the Employee workspace, click to go to the Expense Reports area.
  2. Do one of the following:
    • To add a new expense report, click + Add next to the expense report search field.
    • To make changes or additions to an existing expense report, use the search field to select and display the expense report.
  3. Do one of the following:
    • To update expense information for an existing expense row, click anywhere in that row. The selected row is highlighted.
    • To create a blank row after the last existing row so you can enter a new expense, click + Add Line below the grid.
    • To insert a blank row after one of the existing rows so you can enter a new expense, hover over or click the existing row so that displays at the end of the row. Click and click Insert.
    • To create a new row by copying the expense information from an existing row, hover over or click the existing row so that displays at the end of the row. Click and click Copy. The new row displays below the row you copied. You can then change any of the information that does not apply to the new expense you want to enter on the row.
  4. Enter the expense data In the columns on the expense row. For detailed descriptions of the individual columns, see Expense Reports Form.
  5. Repeat steps 2 - 4 for each expense on the expense report.
  6. To save the expense report, click on the Expense Reports toolbar. Alternatively, if you are ready to both save and submit the report, click on the Expense Reports toolbar to save and submit in one step.

Related topics:

  • Enter a Project for a Time or Expense Record
    To enter a project for a time or expense record, select it in the Project/Phase/Task Lookup dialog box. If required, you also select a phase and a task when you select a project.
  • Enter a Phase for a Time or Expense Record
    When you enter a project for a time or expense record and that project has phases, you select a phase at the same time in the Project/Phase/Task Lookup dialog box. If you later want to enter a different phase for that record, select it in the Phase/Task Lookup dialog box.
  • Enter a Task for a Time or Expense Record
    When you enter a project for a time or expense record and that project has phases and tasks, you select a task at the same time in the Project/Phase/Task Lookup dialog box. If you later want to enter a different task for that record, you can select it in the Task Lookup dialog box.
  • Enter an Account for an Expense Record
    To enter an account for an expense record, you can select it in the Account Lookup dialog box.
  • Enter an Expense Category for an Expense Record
    To enter an expense category for an expense record, select it in the Expense Category Lookup dialog box.
  • Enter an Originating Vendor for an Expense Record
    To enter an originating vendor for an expense record, you can select it in the Originating Vendor Lookup dialog box.
  • Enter a Tax Code for an Expense Record
    In some cases, when you enter an expense you can use the Taxes dialog box to change information used to calculate the tax amount for the expense. If you need to change the tax code, you do that in the Tax Codes Lookup dialog box.
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