Use the Basic Information tab to enter general information about batch expenses.
If an expense has already been used on an expense report, most fields are non-editable. Look at
Expense Report ID and
Expense ID fields to determine whether or not an expense has been used on an expense report. If these fields display values, then that expense has been accounted for on an expense report.
Identification
| Field | Description |
|---|
| Batch ID
|
Enter a unique batch ID that is assigned to this expense. A batch ID can consist of up to 20 alphanumeric characters and must be unique in combination with the Batch Type and the
Transaction ID. This field is required.
Note: If you are viewing an existing record, this field is non-editable.
|
| Batch Type
|
Click
 to select a batch type for this expense. The valid values are all those values that were entered in the Manage Batch Types screen. The batch type must be unique in combination with the
Batch ID and the
Transaction ID. This field is required.
Note: If you are viewing an existing record, this field is non-editable.
|
| Transaction ID
|
Enter a unique transaction ID for this specific expense. This allows you to distinguish this expense from all the other expenses associated with the same
Batch ID and
Batch Type. The transaction ID can consist of up to 20 alphanumeric characters and must be unique in combination with the
Batch ID and the
Batch Type. This field is required.
Note: If you are viewing an existing record, this field is non-editable.
|
General
| Field | Description |
|---|
| Employee
|
Click
to select the employee to whom this expense belongs. You can search by the employee's last name or employee ID, if the system is configured to allow employee IDs to be shown. This field is required.
Note: If you are viewing an existing record, this field is non-editable when the
Expense Report ID and
Expense ID fields have values. If they do not have values, you can change the employee.
|
| Wizard Type
|
Select a wizard type for this expense from the drop-down list. This is a required field.
The valid values are:
- Car Rental
- Entertainment
- Lodging
- Meals
- Mileage
- Other
- Transportation
Note: If you are viewing an existing record, this field is non-editable when the
Expense Report ID and
Expense ID fields have values. If they do not have values, you can change the wizard type.
|
| Expense Date
|
Click
 to enter the date of the expense. This is used on aging reports to determine how long an expense has been outstanding. This field is required.
|
| Pay Method
|
Click
to select the payment method for this expense. This is a required field.
The valid values are all the pay methods that previously were configured in the Expense module. These values either do or do not require the employee-specific General Ledger information that exists in the Pay Methods tab of the Employee Information screen for the selected employee.
Please see the documentation on the Pay Methods tab of the Employee Information screen for more information on how to configure these.
The list of valid pay Methods does NOT include
Cash Advance, Cash Receipt,
or Receivable.
Note: If you are viewing an existing record, this field is non-editable when the
Expense Report ID and
Expense ID fields have values. If they do not have values, you can change the pay method.
|
| Due Date
|
Click
to enter the due date of the expense. This field is required.
Note: If you are viewing an existing record, this field is non-editable when the
Expense Report ID and
Expense ID fields have values. If they do not have values, you can change the due date.
|
| Personal
|
Select this check box if the entire amount of the expense is personal for this employee. The employee is not reimbursed for any amounts for which the
Personal check box is selected.
Note: If you are viewing an existing record, this check box is non-editable when the
Expense Report ID and
Expense ID fields have values. If they do not have values, you can select or clear the Personal check box.
|
| Deleted
|
If this check box is selected, the employee has removed this expense from Manage My Desktop. Although deleted from the Manage My Desktop, the expense still remains within the system. To restore the expense, clear the check box.
Click
 to permanently remove from the database expenses dated on or prior to a selected date.
|
Amount
| Field | Description |
|---|
| Transaction Currency
|
Click
to select the currency in which this expense occurred. Valid currencies are those currencies that have the Use check box selected in the Currencies screen. This field is required.
Note: If you are viewing an existing record, this field is non-editable when the Expense Report ID and Expense ID fields have values. If they do not have values, you can change the transaction currency.
|
| Amount
|
Enter the amount of the expense. This field is not required. If you do not enter a value, "0" is written to the database.
Note: If you are viewing an existing record, this field is non-editable when the
Expense Report ID and
Expense ID fields have values. If they do not have values, you can change the amount.
|
| Taxes
|
Enter any tax amount for this expense. This field is not required. If you do not enter a value, "0" is written to the database.
Note: If you are viewing an existing record, this field is non-editable when the
Expense Report ID and
Expense ID fields have values. If they do not have values, you can change the tax amount.
|
| Units
|
If this is a units-based expense, enter the number of units. This field is not required.
Note: If you are viewing an existing record, this field is non-editable when the
Expense Report ID and
Expense ID fields have values. If they do not have values, you can change the number of units.
|
| Pay Currency
|
Click
to select a Pay Currency for the employee. This field is required.
|
| Exchange Rate to <Pay Currency>
|
This field is used to determine the reimbursement amount in the system's pay currency.
If the Pay Currency is the same as the Transaction Currency, this field displays a non-editable default value of 1.0.
If the Transaction Currency is not the same as the Pay Currency, or if the Transaction Currency has not yet been selected, you can override the default value by entering a different exchange rate.
Note: If you are viewing an existing record, this field is non-editable when the
Expense Report ID and
Expense ID fields have values. If they do not have values, you can change the exchange rate amount.
|
| Base Currency
|
This non-editable field displays the Base Currency of the system.
|
| Exchange Rate to <System Base Currency>
|
This field is used to determine the reimbursement amount in the system’s base currency.
If the Base Currency is the same as the Transaction Currency, this field displays a non-editable default value of 1.0.
If the Transaction Currency is not the same as the Base Currency, or if the Transaction Currency has not yet been selected, you can override the default value by entering a different exchange rate.
Note: If you are viewing an existing record, this field is non-editable when the
Expense Report ID and
Expense ID fields have values. If they do not have values, you can change the exchange rate amount.
|
Posting Information
| Field | Description |
|---|
| Expense Report ID
|
This field displays the expense report ID that was assigned to this expense. If the field is blank, this expense has not yet been used on an expense report. If the field contains a value, all other fields on the Basic Information tab are non-editable. The
Expense Report ID and the
Expense ID must be a unique combination.
Note: In order for the
Expense Report ID field to be filled out, the expense must be saved in this screen before the employee enters the expense on his expense report. The system does not match previously entered expenses on an expense report with new entries made to this screen.
|
| Expense ID
|
This field displays the expense ID that was assigned to this expense. If the field is blank, this expense has not yet been used on an expense report. If the field contains a value, all other fields on the Basic Information tab is non-editable. The
Expense ID and the
Expense Report ID must be a unique combination.
Note: In order for the
Expense ID field to be filled out, the expense must be saved on this screen before the employee enters the expense on his expense report. The system does not match previously entered expenses on an expense report with new entries made to this screen.
|
