Setup Tab of Company Expense Report Configuration

Use the Setup tab to select global processing options for Expense Report users within a company, set standard expense report displays, and enter company paid default and distance reimbursement information.

Contents

Global Options Section

Field Description
Allow staff users to resubmit expense reports Select this check box to allow staff users to change submitted expense reports and resubmit them.

If you do not select this option, staff users cannot change their expense reports after they submit them.

Resubmit expense reports is available only to users whose Administration level is set to Staff. Group and/or System level users can resubmit their own expense reports if the appropriate options are selected on the Expense tab of the Employee Info Center.

Allow users to specify applied advance amounts Select this check box to allow users to enter applied advance amounts on their expense reports.

By entering applied advance amounts, users can indicate that they received an advance prior to submitting an expense report. The amount of the advance is subtracted from the total expense amount on the expense report to determine the actual reimbursement due to the employee.

Require users to enter categories on expense reports Select this check box to require users to associate each expense on an expense report with an expense category.

Expense categories allow you to standardize the account that is debited for specific types of expenses. When a user associates an expense with a category, the account specified for the category is automatically entered on the user's expense report.

Require expense reports to be approved before posting Select this check box to require that submitted expense reports be approved before being posted to your Vision database. If you select this check box, expense reports must have a status of Approved to be posted.

Only users with Group, Company, or System access to the Expense Report application can approve expense reports. You establish user access and approval rights for the Expense Report application on the Expense tab of the Employee Info Center.

If you select this check box, a designated Group, Company, or System Administrator must approve expense reports for each employee at your firm before the expense reports are posted. If you want your principals, project managers, or supervisors to approve individual expense report line entries prior to posting, use the Expense Report Line Item Approval feature. These two approval options function independently of each another.

You can require:

  • Expense report approval only.
  • Line item approval only.
  • Both expense report and line item approval.
  • No approval.

If you do not require either level of approval, you can post expense reports with a status of Submitted.

If you select this check box, you can set up an Expense Report Approval alert to notify administrators when expense reports must be approved.

Require electronic signature when submitting expense reports Select this check box to require users to enter a password when they submit their expense reports.

If you select this check box, note the following:

  • Be sure that passwords are established on the Users form in Security Configuration.
  • From the Miscellaneous tab of Company Expense Report Configuration, you can enter a message that displays when employees submit expense reports.

If you do not select this check box, users can submit their expense reports without entering a password.

Treat inactive projects as dormant Select this check box to prevent users from entering Inactive projects on their expense reports.

Normally, Vision warns users when they enter a project with a status of Inactive, but still processes the transaction. When you select this check box, Vision does not allow users to enter Inactive projects on expense reports.

This setting does not affect the use of inactive projects with other types of transactions (such as Billing or Accounts Receivable).

Display line number in expense report Select this check box if you want the Line column to display in the Expenses grid on the expense report. This column displays the sequence number of the expense line, which is useful for reference purposes. For example, if line 3 if for a taxi receipt, then you can write 3 on the physical paper copy of the taxi receipt to keep track of the expense.

The lines in the Expenses grid are numbered sequentially within the Line column. If you insert a line between existing lines, the lines may not be numbered sequentially. 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).

If you use the default column order, the Line column is inserted on the left side of the grid. If you change the column order, the Line column is inserted on the right side of the grid.

Show Project Use the drop-down list in this field to select a display option for project data. The option you select determines how project data is entered and displayed on the Expense Report form.
  • Select Number to display the Project field. This field accepts and displays project numbers only.
  • Select Name to display the Project Name field. This field accepts and displays project names only.
  • Select Both to display both the Project and the Project Name fields. The Project Name field displays as a read-only field. Users must enter a project number in the Project field. Vision automatically enters the project name in the Project Name field.
Show Phase Use the drop-down list in this field to select a display option for phase data. The option you select determines how phase data is entered and displayed on the Expense Report form.
  • Select Number to display the Phase field. This field accepts and displays phase numbers only.
  • Select Name to display the Phase Name field. This field accepts and displays phase names only.
  • Select Both to display both the Phase and the Phase Name fields. The Phase Name field displays as a read-only field. Users must enter a phase number in the Phase field; Vision automatically enters the phase name in the Phase Name field.
Show Task Use the drop-down list in this field to select a display option for task data. The option you select determines how task data is entered and displayed on the Expense Report form.
  • Select Number to display the Task field. This field accepts and displays task numbers only.
  • Select Name to display the Task Name field. This field accepts and displays task names only.
  • Select Both to display both the Task and the Task Name fields. The Task Name field displays as a read-only field. Users must enter a task number in the Task field; Vision automatically enters the task name in the Task Name field.
Show Account Use the drop-down list in this field to select a display option for account data. The option you select determines how account data is entered and displayed on the Expense Report form.
  • Select Number to display the Account field. This field accepts and displays account numbers only.
  • Select Name to display the Account Name field. This field accepts and displays account names only.
  • Select Both to display both the Account and the Account Name fields. The Account Name field displays as a read-only field. Users must enter an account number in the Account field; Vision automatically enters the account name in the Account Name field.
  • Select None if you do not want to display either the Account or Account Name field. If you select this option, users are not required to enter accounts when completing expense reports.

Company Paid Default Information Section

Field Description
Allow entry of company paid items Select this check box to allow users to enter company-paid items on their expense reports in Time & Expense. A company-paid item is any expense for which your company sends payment directly to a vendor instead of reimbursing the employee who incurred the expense. The expense is paid through Accounts Payable, not through Employee Expense Payment Processing.

For example, an airline may bill your company directly for a ticket purchased by one of your employees. In this case, your company would pay the airline directly for the cost of the ticket, and not reimburse the employee for this expense. However, the employee would include the cost of the airline ticket on an expense report to provide an audit trail for the expense.

When you select this option:

  • The Project, Phase, Task, and Account fields in this section are enabled. Use these fields to enter the project, phase, task, and/or account to credit when processing company paid expenses.
  • A Company Paid check box appears on each expense report form. You select the check box to indicate that an expense is company paid. The amount of the expense is not included in the amount that is reimbursed to the employee.

For expenses that are not company-paid items, Vision credits the project, phase, task, and account entered in the Employee Expense Credit fields on the Posting tab of Accounting Company Settings Configuration.

You must select the Allow entry of company paid items check box before you can enable the Credit Card feature in Vision (on the General tab in Configuration > Accounting > Company Settings). When the Credit Card feature is enabled, you cannot clear the Allow entry of company paid items check box.

Project Enter the default project that will receive the credit when users enter company paid expense items on their expense reports.

Enter a project name directly in this field, use the Quick Find feature, or click in the Project field to use the Project Lookup.

Phase Enter the default phase that will receive the credit when users enter company paid expense items on their expense reports.

Enter a phase number directly in this field, use the Quick Find feature, or click in the Phase field to use the Phase/Task Lookup.

Task Enter the default task that will receive the credit when users enter company paid expense items on their expense reports.

Enter a task number directly in this field, use the Quick Find feature, or click in the Task field to use the Phase/Task Lookup.

Account Enter the default account that will receive the credit when users enter company paid expense items on their expense reports.

Enter an account number directly in this field, use the Quick Find feature, or click in the Account field to use the Account Lookup.

Fields

Field Description
Distance Reimbursement Default Use the two Distance Reimbursement Default fields to enter the amount you will reimburse employees for each mile or kilometer of travel.
  • In the first field, enter a monetary amount.
  • In the second field, use the drop-down list to select a reimbursement unit: Kilometer or Mile.
Disallow user to edit amount per mile on expense report Select this check box if you do not want users to edit the reimbursement amount (per mile/kilometer) on their expense reports.
Parent Topic: Company Expense Report Configuration Form