Expense Reports Form

Use the Expense Reports form to create an expense report and enter the expense items.

Use the fields at the top of the form to enter or review general information for the expense report. In the grid, enter the individual expense items. As you enter expense items in the grid, iAccess tracks the expenses entered, the company-paid items entered, amount advanced, and the resulting total due. This information displays in the totals section below the grid.

Your expense report processing capabilities depend on how your system administrator defines settings in Vision. Refer to the options listed in Checklist: Configuring Vision for iAccess Expense Reports for more information. Contact your system administrator if you have questions.

Note also that if you are an active employee in more than one company in Vision, you can only view and edit your expenses for your home company in iAccess. If you need to access an expense report for a different company, you must do that in Vision.

Parent Topic: Fields and Options

Location

To display the Expense Reports form, complete the following steps:

  1. If the Employee workspace is not displayed, click the name of the current workspace next to Deltek iAccess in the upper-left corner of the page and select Employee.
  2. Click to go to the Expense Reports area.

Contents

Fields

Field Description
Expense report search field Use the field immediately above the expense report name to search for and select an expense report that you want to review, edit, or submit.
On the drop-down list at the left end of the search field, do one of the following:
  • Click ALL to select from a list of all of your expense reports.
  • Click IN PROGRESS to select from a list of your expense reports with the In Progress status.
  • Click UNPAID to select from a list of your expense reports with the Unpaid payment status.
  • Click PAID to select from a list of your expense reports with the Paid payment status.

To further restrict the expense reports on the selection list, enter one character in the field and pause to display a list of expense reports with names that start with that character, or enter two or more characters to display a list of expense reports with names that contain those characters. If you close the list and want to display it again, click at the end of the field.

Tip: If you enter characters in the search field and then want to remove them, you can click at the end of the field to clear the field.

Tip: The number of opportunities in the current search results displays at the right end of the search field.

+ Add To create a new expense report, click + Add next to the expense report search field.
Expense report name When you create a new expense report, enter a name for the expense report in this field above the grid. If you need to change the name of an expense report, click next to the name and date.
Report date When you create a new report, this field defaults to the current date. You can enter a date directly in this field or click to select a date from the calendar. If you need to change the date of an expense report, click next to the name and date.
Employee This field displays the name of the employee for whom the expense report was created.
Report Status The field displays the status of the expense report: In Progress, Submitted, Approved (if you use approvals), or Posted. Each expense report has a status that reflects its current processing stage. The status changes as the expense report moves through the process.
Payment Status This field displays the payment status of the expense report: blank, To Be Paid, or Paid. This field is blank until the expense report is posted. If it is posted but not yet paid in full, it contains To Be Paid. When it is both posted and paid in full, it contains Paid.

Expense Reports Grid

Use the Expense Reports grid to enter the information for the individual expenses. Click + Add Line below the grid to add a new blank row below the last existing row. The grid has two sections. You can scroll horizontally in each section, and you can drag the vertical divider that is located between the two sections to resize each side of the grid to suit your needs.

Field Description
To select the columns that you want to display in the Expense Reports grid, click this icon. On the menu that appears, click Select Left Columns to select columns for the left side of the split grid, or click Select Right Columns to select which row total columns to display on the right side of the grid.

On the Select Columns dialog box, select the check boxes for the columns you want to display, and clear the check boxes for those you do not want to display. (Some columns must always display. Those columns appear on the Select Columns dialog box with the check box selected, but they are disabled so you cannot clear the check box to hide them.)

The column selections only apply to you. Another user can choose to display a different set of columns. Your selections are saved and remain in effect until you change them. The columns that display by default in the grid and the columns that are available for selection on the Select Columns dialog box are determined by configuration settings in Vision.

When you select a grid row or hover over a row, this icon appears at the right end of the row. Click and select the action you want to perform for that row: insert a blank row below it, copy the current row (except for the amounts and expense details) as a new row below it, or delete the row.
Approval status If Expense Report Line Item Approval is selected on the System Expense Report Configuration form in Vision (Vision > Configuration), this left-most unlabeled column displays each expense line item's approval status:
  • Approved: The expense is approved.
  • Rejected: The expense is rejected. You must edit this expense item and resubmit.
  • No indicator: Either approvals are not required or the expense line item is not approved.
You can hover over each indicator for additional details.
LINE This column displays if the Display line number in expense report option is selected in Vision on the Company Expense Report Configuration form. This column displays the sequence number of the expense line, which is useful for reference purposes. For example, if line 3 is for a taxi receipt, then you can write 3 on the physical paper copy of the taxi receipt to keep track of the expense.

Initially, the lines in the Expense Report grid are numbered sequentially. However, if you insert a line between existing lines, or delete a line, the order may not remain sequential. For example, if you insert a new line between 1 and 2, then the new line becomes 3 and the order is 1, 3, 2.

DATE Enter the date on which you incurred the expense item.

You can enter a date directly in this column or click to select a date. When you enter a date directly, iAccess automatically formats the date based on the date format you specify in the My Settings dialog box.

CATEGORY

Expense categories enable you to enter specific types of expenses using predefined account values.

To select a category for an expense, do one of the following in CATEGORY:
  • Enter one character from the expense category name to display a list of categories that start with that character in a drop-down list, or enter two or more characters to display a list of categories that contain those characters. Select the category you want. (Note: If only one category matches your search text in CATEGORY, that category is automatically entered in CATEGORY without displaying the list.)
  • Click to display the Expense Category Lookup dialog box. The available categories display automatically when the dialog box opens. If necessary, scroll to locate the category, or enter all or part of the expense category name in the search field above the list. Select the category and click Select.

When you enter or select a category, the name of the group that is associated with the category displays in this column after the category description.

If you select a category that is associated with the Travel, General, or Business Meals detail types, iAccess displays a message that asks if you want to enter details now for the expense. To enter detail, click Enter Detail Now to open the Detail dialog box. You can also choose to enter the detail using the DETAIL column. See the DETAIL column description below for more information.

DESCRIPTION Enter a brief description of the expense item. This description displays on various expense-related reports and can be printed on invoices.
DETAIL If the selected expense category has associated details, click <> in this column to display the Detail dialog box and enter that additional information for the expense item.

The following are the Detail dialog boxes:

  • General Detail: This dialog box displays when the selected category is associated with the General detail type or when no category is assigned. Use it to enter the business reason for the expense.
  • Business Meals Detail: This dialog box displays when the selected category is associated with the Business Meals detail type. Use this dialog box to enter the business reason for the expense and the name of each person attending the meal.
  • Travel Detail: This dialog box displays when the selected category is associated with the Travel detail type. Use this dialog box to enter the business reason for the expense, where you traveled from and to, and any miles or kilometers involved. If miles/kilometers are assigned and you are using the Multicurrency feature in Vision, iAccess checks the CURRENCY CODE column to ensure that the assigned currency matches the functional currency for the employee's company. If they are different, an error message displays and the CURRENCY CODE column changes to the functional currency. In addition, if you make changes to the miles/kilometers, the amount in the AMOUNT column on this grid is updated accordingly.

After you enter detail for an expense, Details Added displays in the column. After you enter the details for a category, you can click Edit to edit the details as needed.

Note that this column is not editable in the following situations:
  • If No Detail is the detail type associated with the category. In that case, n/a displays in the DETAIL column.
  • If the expense item is approved.

If you need to delete all of the detail information, open the Detail dialog box and select Clear All & Close. The detail is removed from the dialog box and the Details Added text is removed from the Detail column.

See the help topics for each of the Detail dialog boxes for additional information.

ORIGINATING VENDOR Enter the vendor number of 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.

This column displays only if your system administrator selected the Enable Originating Vendor for Employee Expenses and A/P Vouchers option on the Tax Auditing tab of the Accounting Company Settings form in Vision (Configuration > Accounting > Company Settings).

To select an originating vendor for an expense, do one of the following in ORIGINATING VENDOR:
  • Enter one character from the vendor name or number to display a list of vendors that start with that character in a drop-down list, or enter two or more characters to display a list of vendors that contain those characters. Select the vendor you want. (Note: If only one vendor matches your search text in ORIGINATING VENDOR, that vendor is automatically entered in ORIGINATING VENDOR without displaying the list.)
  • Click to display the Originating Vendor Lookup dialog box. The available vendors display automatically when the dialog box opens. If necessary, scroll to locate the vendor, or enter all or part of the vendor name or number in the search field above the list. Select the vendor and click Select.

Vendors included in this list are those that are marked as approved for use in processing in the Vendor Info Center for your current company and are available based on your security role.

You can select active or inactive vendors, but not dormant vendors.

ORIGINATING VENDOR NAME This column displays the name of the originating vendor.

This column is available for display if the ORIGINATING VENDOR column is available for display. You can display ORIGINATING VENDOR NAME whether or not you choose to display ORIGINATING VENDOR.

COMPANY PAID This column displays only if your system administrator selected the Allow entry of company paid items option on the Company Expense Report Configuration form in Vision (Configuration > Time & Expense > Company Expense) for the employee's company. Select this check box if the expense is company paid. Company-paid expenses are reimbursed to the vendor, not the employee.

A common example of a company-paid item is when you purchase an airline ticket for business travel, and the airline charges your company instead of you for the expense. Your company pays the airline for the ticket, but you add it to your expense report to create an audit trail and charge it to the appropriate project.

If a credit card defined as "company paid" is assigned to the expense line, the COMPANY PAID option is automatically selected, and you cannot clear it. If a credit card defined as "employee paid" is assigned, the COMPANY PAID option is automatically selected, and you cannot clear it.

CREDIT CARD

If a credit card is assigned to the expense line, the credit card's code displays in the iAccess expense report for reference. All credit card updates must be made in Expense Reports in Vision.

MERCHANT DESCRIPTION

If a credit card is assigned to the expense line, the associated merchant description displays in this column. This is the merchant or description from the credit card statement that helps employees identify a charge.

CURRENCY CODE This column displays only if you are using the Vision Multicurrency feature. Use the Currency Code column to specify the currency that applies to the amounts in AMOUNT, TOTAL TAX AMOUNT, and NET AMOUNT for the expense item. For example, if you submit an expense report following a business trip to multiple countries, you might enter USD for one line item, EUR for another, and CAD for yet another.
To select a currency code, do either of the following in CURRENCY CODE:
  • Enter one or more characters from the currency code to display a list of codes that contain those characters in a drop-down list. Select the code you want. (Note: If only one code matches your search text in CURRENCY CODE, that code is automatically entered in CURRENCY CODE without displaying the list.)
  • Click to display all available currency codes in a drop-down list. Select the code you want..

If you use the Currency Override dialog box to specify a different transaction currency, it will apply to any new expense items that you subsequently add to the grid.

Note: If you assign miles/kilometers for the expense report in the Travel Detail dialog box, iAccess checks the CURRENCY CODE column to ensure the assigned currency matches the employee's company's functional currency. If they are different, an error message displays, the employee's company functional currency is entered in CURRENCY CODE, and you cannot change it.

If a "company paid" credit card is assigned to the expense line, the currency code associated with the credit card displays in the CURRENCY CODE field for reference. In that case, you cannot select a different currency. If the credit card for an expense line is "employee paid," the CURRENCY CODE field behaves as it does when no credit card is involved.

AMOUNT Enter the expense amount in this column.

When you enter an amount in this column with tax auditing enabled, the amount in this column is used to calculate the taxes that prefill in the TOTAL TAX column in this grid. If amounts are entered in the PAYMENT AMOUNT and NET AMOUNT columns, any updates that are made to those columns automatically update the amount in this column.

If you assign travel detail to the expense, and you make changes to the mileage/kilometer-related entries on the Travel Detail dialog box, AMOUNT automatically updates accordingly.

If you use the Vision Multicurrency feature and the assigned transaction currency and functional currency codes are different, the AMOUNT column is used to calculate the amount in PAYMENT AMOUNT as follows: AMOUNT X PAYMENT EXCHANGE RATE. If a credit card is assigned to the expense line, this column displays the amount of the charge in the credit card receipt's currency.

PAYMENT EXCHANGE RATE If you use the Multicurrency feature, use this column to specify the exchange rate. This is the rate at which one currency is exchanged for another.

The amount in AMOUNT multiplied by the rate in this field is the amount in PAYMENT AMOUNT. If you change any of these amounts, the others are automatically updated.

You can change the payment exchange rate if the code in CURRENCY CODE does not match the functional currency for the employee's company. If you change the assigned CURRENCY CODE, the payment exchange rate is automatically updated.

The PAYMENT EXCHANGE RATE displays a default rate in the following situations:

  • If the transaction currency and functional currency differ, and you use the Currency Override dialog box to specify an override other than None, iAccess applies the exchange rate based on the assigned date or rate method on the Currency Override dialog box.
  • If the transaction currency and functional currency differ, and you use the Currency Override dialog box to specify None as the override, iAccess applies the daily exchange rate that is entered in Vision.
If a credit card is assigned to the expense line, the following is considered for the payment exchange rate:
  • If the expense item is linked to an imported credit card charge and the currency for the expense amount differs from the payment amount currency (the currency for the primary credit card), iAccess uses the AMOUNT and PAYMENT AMOUNT fields to automatically calculate the exchange rate. In that case, you cannot change the exchange rate.
  • If the expense item is not linked to an imported credit card charge but has a credit card assigned, and the currency for the expense amount differs from the payment amount currency, the exchange rate is recalculated if the date is changed.
PAYMENT AMOUNT If you use the Multicurrency feature in Vision, this column displays the amount to be paid to the employee, in their functional currency. This is calculated by multiplying the expense amount in AMOUNT by the exchange rate in PAYMENT EXCHANGE RATE after any exchange overrides have been applied. As you change these amounts, the others automatically update and are stored in the functional currency of the employee's company.

If the code in CURRENCY CODE does not match the company's functional currency, you can enter or change the payment amount. If the currencies are the same, PAYMENT AMOUNT displays the same amount as AMOUNT and is not editable.

If a credit card is assigned to the expense line, the amount in this column is the amount that will be paid to one of the following:
  • Employee: Expenses that are not company paid are made in the functional currency of the employee's company.
  • Credit card company: Company-paid expenses that have an assigned credit card are paid in the currency that is assigned to the primary credit card.
  • Merchant or vendor : Company-paid expenses that do not have an assigned credit card are paid in the functional currency of the employee's company.
The amount is the transaction amount in the credit card currency. For example, if a United States employee took a trip to Japan and used a US credit card, the amount in PAYMENT AMOUNT is in US currency.

If the payment amount is not in the same currency as the functional currency of the employee's company, the amount displays in a blue font. (A blue diamond also displays next to the column heading as an additional visual indicator that the column contains amounts in more than one currency.) The blue amounts are excluded from the expense report totals.

EXCHANGE OVERRIDE This column displays the payment exchange override information from the Currency Override dialog box that applies to the expense row:
  • None: No override applies to the row.
  • Date - <date>: The exchange rate for the specified date is used to calculate the payment amount in the employee's functional currency.
  • Rate - <rate>: The specified exchange rate is used to calculate the payment amount in the employee's functional currency.

If the CURRENCY CODE, PAYMENT EXCHANGE RATE, and PAYMENT AMOUNT cannot be selected for display, you cannot display this column.

TOTAL TAX AMOUNT If you use the Tax Auditing feature, this column displays the calculated tax amount for the expense item. Configuration options determine if the Total Tax Amount prefills in this column, or if you will have access to the icon to open the Taxes dialog box to enter tax code information.

A default amount displays if an expense category is assigned and it has default tax codes, or if a category is assigned and default tax codes are assigned on the Accounting Company Settings form. If the selected category has associated default tax codes entered on the Expense Categories Configuration form, then the tax rates that are entered for those default tax codes are applied to the amount in AMOUNT to calculate the total tax amount. You can only change these codes if the Allow staff users to change tax codes option is selected on the Expense Report Categories form in Vision (Configuration > Time & Expense > Expense Categories).

When no default displays in TOTAL TAX AMOUNT and the category's configuration allows, click in the column to open the Taxes dialog box. Use this dialog box to view, add, or remove tax codes and recalculate the tax amount, or to change the tax amount. When you use the Taxes dialog box to change the amount, the amount in the NET AMOUNT column is updated automatically.

NET AMOUNT If you use the Tax Auditing feature, this column displays the total net amount: Expense amount in AMOUNT less the tax amount in the TOTAL TAX AMOUNT.

You can change the amount directly in this column. This results in automatic updates to the amounts in the AMOUNT and PAYMENT AMOUNT columns.

PROJECT and/or PROJECT NAME You can display the PROJECT column, the PROJECT NAME column, or both.
To select a project, do either of the following in PROJECT or, if PROJECT is not displayed, in PROJECT NAME:
  • Enter one character from the project number or short or long name to display a list of projects that start with that character in the Project/Phase/Task Lookup dialog box, or enter two or more characters to display a list of projects that contain those characters. Select the project you want and click Select. (Note: If only one project matches your search text in PROJECT and that project has no phases, that project number is automatically entered in PROJECT without displaying the lookup dialog box.)
  • Click to display the Project/Phase/Task Lookup dialog box. The dialog box opens with a list of projects displayed. Scroll to locate and select the project, or enter all or part of a project number or short or long name in the search field above the list. If the project has phases, also select a phase, and if the phase has tasks, select a task. Click Select to complete the entry.
These additional settings affect what projects are available for selection:
  • Apply Project access to: Expense Report: If selected, your access is subject to the record level access for projects defined for your security role on the Record Access tab of the Roles form (Configuration > Security > Roles).
  • Treat inactive Projects as dormant: If selected on the Setup tab of the Company Expense Report Configuration form (Configuration > Time & Expense > Company Expense), inactive projects are not available for selection. If it is not selected, you can select an inactive project, but iAccess first asks you to confirm that is what you want to do.
PHASE and/or PHASE NAME You can display the PHASE column, the PHASE NAME column, or both. When you select a project for an expense and that project has phases, you also select a phase in the Project/Phase/Task Lookup dialog box, and it displays in PHASE and/or PHASE NAME.
If you need to change the phase, do either of the following in PHASE or, if PHASE is not displayed, in PHASE NAME:
  • Enter one character from the phase number or name to display a list of phases that start with that character in the Phase/Task Lookup dialog box, or enter two or more characters to display a list of phases that contain those characters. Select the phase you want and click Select. (Note: If only one phase matches your search text in PHASE and that phase has no tasks, that phase number is automatically entered in PHASE without displaying the lookup dialog box.)
  • Click to display the Phase/Task Lookup dialog box and change your selection. The phases display automatically when the dialog box opens. If necessary, scroll to locate and select the phase, or enter all or part of a phase number or short or long name in the search field above the list. If the phase has tasks, also select a task. Click Select to complete the entry.

If Treat inactive Projects as dormant is selected on the Setup tab of the Company Expense Report Configuration form (Configuration > Time & Expense > Company Expense), inactive phases are not available for selection.

TASK and/or TASK NAME You can display the TASK column, the TASK NAME column, or both. When you select a phase for an expense and that phase has tasks, you also select a task in the Project/Phase/Task Lookup dialog box or Phase/Task Lookup dialog box, and it displays in TASK and/or TASK NAME.
If you need to change the task, do one of the following in TASK or, if TASK is not displayed, in TASK NAME:
  • Enter one character from the task number or name to display a list of tasks that start with that character in a drop-down list, or enter two or more characters to display a list of tasks that contain those characters. Select the task you want. (Note: If only one task matches your search text in TASK, that task number is automatically entered in TASK without displaying the list.)
  • Click to display the Task Lookup dialog box and change your selection. The tasks display automatically when the dialog box opens. If necessary, scroll to locate the task, or enter all or part of a task number or short or long name in the search field above the list. Select the task and click Select.

If Treat inactive Projects as dormant is selected on the Setup tab of the Company Expense Report Configuration form (Configuration > Time & Expense > Company Expense), inactive tasks are not available for selection.

BILL

Select this check box to indicate that the project's client should be billed for the expense item. This check box is only enabled when the project has the Regular charge type.

This column works in conjunction with the Bill by Default and Billable Message columns on the Time & Expense tab of the Project Info Center. iAccess automatically selects this option when:
  • The Bill by Default option is set to Yes for the lowest level of the project's work breakdown structure..
  • A category is assigned to the lowest level of the project's work breakdown structure and the Bill by Default option is set to Category . In this case, the BILL check box in iAccess defaults to match the category's Bill by Default setting on the Expense Report Categories form (Configuration > Time & Expense > Expense Categories).
ACCOUNT and/or ACCOUNT NAME You can display the ACCOUNT column, the ACCOUNT NAME column, or both.
To select an account, do one of the following in ACCOUNT or, if ACCOUNT is not displayed, in ACCOUNT NAME:
  • Enter one character from the account number or name to display a list of accounts that start with that character in a drop-down list, or enter two or more characters to display a list of accounts that contain those characters. Select the account you want. (Note: If only one account matches your search text, that account is automatically entered in ACCOUNT and/or ACCOUNT NAME without displaying the list.)
  • Click to display the Account Lookup dialog box and change your selection. The accounts display automatically when the dialog box opens. If necessary, scroll to locate the account, or enter all or part of the account number or name in the search field above the list. Select the account and click Select.

An account number may default in this column depending on the category, project, phase, task, and billing options that you enter for the expense item and on the expense report configuration options that are selected by your system administrator.

The list of accounts available for selection is based on the project's charge type:
  • Overhead or Promotional — The accounts that display are indirect, asset, liability, net worth, and other charges.
  • Regular (and the Bill option is selected) — The accounts that display are reimbursable and reimbursable consultant.
  • Regular (and the Bill option is not selected) — The accounts that display are direct and direct consultant.
Note: Each expense item must have an account. If an account is assigned to the expense category, that account displays by default in ACCOUNT when you select the category. If no account is assigned to the category, you must assign an account before you can submit the report.
RECEIPTS Use this column to associate receipts with the expense item. This column displays if Vision is configured to allow you to upload and attach documents to certain types of transactions. See the Vision Advanced Technical Administration Guide for detailed information on enabling FILESTREAM and Transactional Document Management (TDM).

Select an expense item and click in the RECEIPTS column. The Expense Line Receipts dialog box displays listing all receipts that are attached to the expense report. Either use this dialog box to upload a new receipt file, or select the Attached to Selected Expense check box to attach one of the listed receipts to the current expense item.

Totals Fields

The Totals fields display total amounts for the items in the Expense Reports grid. Some or all of the fields listed below may display, depending on how your system administrator defines settings in Vision.

If you use the Multicurrency feature in Vision, the total amounts display in the currency in which you will be reimbursed, the functional currency for your assigned company. If one or more expense lines have a credit card assigned with a payment amount in a currency other than your functional currency, those payment amounts display in a blue font in the PAYMENT AMOUNT column. Those blue amounts are not included in the total amounts. A blue diamond displayed in the total fields area is a visual indicator that this has occurred.

Field Description
TOTAL EXPENSES This field displays the total amount of all the expense items on the expense report as listed in the AMOUNT column. This includes any company-paid items.

However, if you use the Multicurrency feature, this field displays the total amount, in the functional currency of the employee's company, of all the expense items as listed in the PAYMENT AMOUNT column, including company-paid items.

COMPANY PAID The COMPANY PAID field displays the total of amounts in AMOUNT for rows in which the COMPANY PAID check box is selected. The amount you are owed for your expenses is reduced by this amount.

This field displays if the Allow entry of company paid items check box is selected on the Setup Tab of the Company Expense Report Configuration form (Configuration > Time & Expense > Company Expense).

If you use the Multicurrency feature, this field displays the total of amounts in PAYMENT AMOUNT for all rows in which the COMPANY PAID check box is selected. This amount is in the functional currency of the employee's company,

AMOUNT ADVANCED Enter the total amount of any advances you have received that should be applied to the expense report.

Advances represent cash provided to you by your firm to cover expected expenses. An advance reduces the amount owed to you.

This field displays only if your system administrator selects Allow users to specify applied advance amounts on the Setup Tab of the Company Expense Report Configuration form (Configuration > Time & Expense > Company Expense).

If you use the Multicurrency feature, the amount in this field is in the functional currency of the employee's company.

TOTAL DUE This field displays the total amount that your firm owes to you for the expenses included on the expense report: Total expenses - Total company-paid expenses - Advances.