This section includes the fields and descriptions for the Expense Sheets tab.
Expense Sheet Island
| Field | Description |
|---|
| Expense Sheet
|
This field shows the name and number of the expense sheet. The number is retrieved from the system number series “Expense Sheets” from the employee’s company. The value in the field cannot be changed.
|
Employee Information Island
| Field | Description |
|---|
| Employee
|
In this field, you can enter the name and number of the employee assigned to the current expense sheet. Maconomy automatically suggests the number of the current employee.
|
Status Island
| Field | Description |
|---|
| Created By
|
This field shows the name of the user who created the expense sheet. It cannot be changed.
|
| Date
|
This is the date the expense sheet was created. It cannot be changed.
|
| Submitted
|
This field shows whether the expense sheet has been submitted. The field will be marked automatically if you select the action “Submit Expense Sheet.” If changes are made in an expense sheet that is not transferred or approved, the mark will be removed from this field again.
|
| Submitted by
|
This field shows the name of the user who submitted the current expense sheet. The contents of this field cannot be changed.
|
| Date
|
This field shows the date when the expense sheet was submitted. The date cannot be changed here.
|
| Transferred
|
This field shows whether the expense sheet has been transferred to an expense sheet journal. The field is automatically completed when all lines in the expense sheet have been transferred. The criteria determining when an expense sheet is transferred for posting depends on the approval principle of each job. For further information about approval principles, please see the description of the island Approval in the window Jobs.
|
| Transferred by
|
This field shows the name of the user who transferred the last line of the current expense sheet. An expense sheet line does not necessarily have to be approved to be transferred. Please see the description of the field “Approved By” below and the description of the island Approval in the window Jobs.
|
| Date
|
This field shows the date when the current expense sheet was transferred.
|
| Approved
|
This field shows whether the expense sheet is fully approved. If you use approval hierarchies, this field is marked when the last approver has approved the expense sheet. Otherwise, the field is automatically marked when the supervisor approves the expense sheet, and the mark is removed if the sheet is reopened.
|
| Approved by
|
This field shows the name of the user whose approval resulted in the expense sheet being fully approved as described under the field “Approved.” If approval is not required, the name of the user who submitted the expense sheet is displayed.
|
| Date
|
This field shows the date when the current expense sheet was approved.
|
| Settlement Status
|
This field shows whether or not the related vendor entries have been settled (paid).
|
| Reopened
|
This field shows whether the current expense sheet was reopened. The field is automatically completed when the expense sheet is reopened.
|
Job Island
| Field | Description |
|---|
| Job
|
In this field, you can enter the name and number of a job. When you create a line in the sub-tab, the job number will be suggested in the field “Job No.” in the sub-tab.
If the system parameter “Allow expense sheets for multiple jobs” is not marked, you can only enter the job number specified in this field in the sub-tab. In this way, it is ensured that only expenses for the specified job are approved, when the expense sheet is approved. If you do not enter a job number in this field, Maconomy automatically fills in this field with the job number specified on the first line in the sub-tab. If the system parameter is marked, you can enter any job number in the sub-tab, as the number in this field is then only a suggestion.
The effects of changing the value in this field after creating lines in the sub-tab depend on whether the system parameter “Allow expense sheets for multiple jobs” has been marked. If this parameter is not marked, changing the value in this field causes the job number on all lines to be changed accordingly. If the parameter is marked, the job number is only updated accordingly on lines where the job number corresponds to the job number present in this field before the change was made.
|
Copy Expense Sheet Island
| Field | Description |
|---|
| Expense Sheet No.
|
In this field, you can enter the number of an existing expense sheet that you want to copy to the current expense sheet. See the description of the action “Copy Expense Sheet” for further information on this action.
|
Mentor Island
| Field | Description |
|---|
| Mentor
|
This field shows the name and number of any mentor assigned to the employee, for example, to assist in the training of the employee. The status of mentor grants access to seeing (but not changing) the expense sheets of the employee in question. The information is transferred from the window Employees in the Set-Up module and cannot be changed here.
|
Note Island
| Field | Description |
|---|
| Note
|
In this field, you can specify the name and number of a note relating to the current expense sheet, for further specification of the nature of the expenses of the current expense sheet.
Notes are created in the window Job Descriptions in this module or in the window Notes in the Set-Up module.
|
Approval Island
| Field | Description |
|---|
| Remarks
|
In this field, you can enter a remark to the current approval. However, a remark can only be entered by the employee/employees who are given access to approve the current expense sheet on the current level. The remark is assigned to the current approval level. If the current expense sheet is reopened, this field is automatically cleared by Maconomy. However, the remark can still be seen on the approval line in question in the Approvals window sub-tab.
|
Company Island
| Field | Description |
|---|
| Company
|
This field shows the name and number of the employee’s company.
|
| Base Currency
|
This field displays the currency used as base currency in the company specified in the field “Company No.” above. See the field “Base Currency” in the window Company Information in the G/L module for a detailed description of company base currency and enterprise currency.
|
Total Island
| Field | Description |
|---|
| Tax, Base
|
This field shows the total tax amount in base currency for the lines in the sub-tab.
|
| Amount, Base
|
This field shows the total amount including tax for the lines in the sub-tab.
|
Exchange Rate Island
| Field | Description |
|---|
| Currency
|
In this field, you can choose a currency. By also specifying an exchange rate for the selected currency in the field “Exchange Rate,” the exchange rate specified will be used as default on expense sheet lines in the sub-tab having the same currency as the one specified in this island. Hence, the exchange rate specified in this island will override the exchange rate usually used by Maconomy. The functionality is useful in situations in which a user needs to be able to override the existing exchange rate because the exchange rate used on, for example, a credit card transaction is different from the one specified in the exchange rate table.
|
| Exchange Rate
|
In this field, you can enter an exchange rate for the currency specified in the field “Currency.” If you do not enter an exchange rate, Maconomy suggests the exchange rate specified for the currency in question in the window Exchange Rates.
The value suggested can be changed manually. See the description of the field “Currency” for further information of the functionality of this field.
|
Transaction Island
| Field | Description |
|---|
| Transaction Type
|
This is the entry's transaction type. Transaction types are set up in the Transaction Types window.
|
Period Island
| Field | Description |
|---|
| Date
|
In these fields, you can enter the period for which the expense sheet is assigned. The fields are for information only.
|
Supervisor Island
| Field | Description |
|---|
| Supervisor
|
This field displays the name and number of the supervisor of the employee associated with the expense sheet. The information is transferred from the window Employees in the Set-Up module and cannot be changed here.
|
Secretary Island
| Field | Description |
|---|
| Secretary
|
This field displays the name and number of the secretary of the employee associated with the expense sheet. The information is transferred from the window Employees in the Set-Up module and cannot be changed here.
|
Document Archive Island
| Field | Description |
|---|
| Document Archive
|
In this field, you can assign an existing document archive to the expense sheet. Notice that the “Attach Document” action will automatically add a new document archive if no archive is already assigned.
|
Remarks Island
In these three fields, you can enter general remarks to the expense sheet. The remarks are shown on printouts of expense sheets when the layout “Standard” is used.