Detailed Expense Report

The Detailed Expense Report provides an overview of expense charges for a single expense report.

This report includes all the information shown on the Summarized Expense Report, plus any detail information entered for each expense item.

You can preview and/or print this report only from the Expense Report form and the Select Expense Report dialog box.

Supporting Documents

This information only displays if Vision has been configured to allow you to view supporting documents. See your system administrator if it has not been configured.

If you generate this report from the Expense Report form or the Select Expense Report dialog box and Print Supporting Documents is selected, all supporting documents associated with the expense report are included. Supporting documents display in the order of the expense rows they are linked to. (If the same document is linked to more than one expense row, only one copy of it is included in the report.) If the report includes any supporting documents, the report displays in the application you use to view .PDF files rather than in the standard report Preview window.

If the Print Supporting Documents option is not selected, the expense report will display with a document icon to indicate supporting documents. If you are in the Preview window, you can click this icon to open the supporting documents in the application that you use to view .PDF files.

Contents

Report Item	Description
Employee	The employee's identification number and name (Last Name, First Name) display here.
Signed/Approved	If you selected Require electronic signature when submitting expense reports on the Setup tab of Company Expense Report Configuration, the name of the employee who submitted the expense report and the date and time when it was submitted display above the Signed line. The name of the employee who approved the expense report and the date and time it was approved display above the Approved line. If you did not select Require electronic signature when submitting expense reports, the name of the employee who submitted the report displays below the Signed line. If you did not select Use Approval Workflow for Employee Expense Report, the name of the employee who approved the report displays below the Approved line. If you are not using the electronic signature feature, these lines are blank. In either case, you can use the lines for employee and administrator written signatures, if you want to maintain printed expense report records. The current status of the expense report also displays in this section: Draft Copy — The expense report is In Progress. Submitted — The expense report has been submitted for processing, but has not yet been approved. Approved — The expense report has been approved by the appropriate administrator and is now ready to be posted. Posted — The expense report has been posted to your Vision database.
Organization	If you are using the Organization Reporting feature, the code for the employee's assigned organization display here.
Expense Report	The name of the expense report, as entered on the Expense Report form, displays here.
Report Date	The date that the employee created the expense report displays here. The employee can change this date at any time before submitting the expense report.
Report Columns:
Date	This column displays the date on which the employee incurred the expense item.
Category	If you are using expense categories, this column displays the name of the category to which the employee is charging the expense item.
Description	This column displays a brief description of the expense item, as entered by the employee on the Expense Report form. You can choose to display the Merchant Description in this column if you set the Map to expense report description option to MerchantDescription in Configuration > Accounting > Credit Cards.
Project	This column displays the project number to which the employee is charging the expense item.
Phase	This column displays the phase number (if applicable) to which the employee is charging the expense item.
Task	This column displays the task number (if applicable) to which the employee is charging the expense item.
Bill	If the box below the Bill option contains an X, the client is billed for the expense item. If the box is blank, the client is not be billed for the expense item.
Company Paid	If the box below the Company Paid option contains an X, this indicates that the expense item is a company-paid item. 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. If the box is blank, this indicates that the expense item is not a company-paid item, and the employee is reimbursed for the expense.
Credit Card	This column displays the code for the secondary credit card if an expense was a company-paid expense paid with a company-issued credit card.
Account	This column displays the account number to which the employee is charging the expense item.
Currency Code	If you use the Multicurrency application, this column displays the currency code entered for the expense report transaction.
Supporting Document	The column displays a document icon if one or more documents are associated with the expense item. Click this icon to launch the supporting documents in your PDF browser.
Amount	This column displays the monetary amount of the expense item entered on the Expense Report form.
Tax Code	This column displays the tax code entered for the expense item, if applicable. This column displays only if you have selected the Enable tax auditing feature option on the Tax Auditing tab of Accounting > Company Settings > Configuration.
Tax Amount	This column displays the total tax for the expense item, if applicable. This column displays only if you have selected the Enable tax auditing feature option on the Tax Auditing tab of Accounting > Company Settings > Configuration.
Tax-2 Code	This column displays the tax-2 code entered for the expense item, if applicable. This column displays only if you select the Enable Tax Auditing Feature check box on the Tax Auditing tab in Configuration > Accounting > Company Settings.
Tax-2 Amount	This column displays the total tax-2 amount for the expense item, if applicable. This column displays only if you select the Enable Tax Auditing Feature check box on the Tax Auditing tab of Configuration > Accounting > Company Setting.
Payment Amount	This field displays the amount to be paid in the functional currency after any exchange overrides have been applied.
Contents Below each Expense Line Item:
Details	The following additional detailed information for an expense item may display directly below the expense item row in the report. Business Reason — The business reason for the expense displays when an employee enters information on the General Detail form, the Business Meals Detail form, or the Travel Detail form for an expense item. Name of Each Person — This displays when an employee enters information on the Business Meals Detail for an expense item. Miles (or Kilometers), @ Per Mile (or Kilometer), and Amount — These items display when an employee enters detailed information on the Travel Detail form for an expense item. Originating Vendor — This displays only if the Enable Originating Vendor for Employee Expenses and AP Vouchers check box is selected on the Tax Auditing tab in Configuration > Accounting > Company Settings. This displays the originating vendor, if one was entered for an expense item on the Expense Report form.
Totals Section:
Total Expenses	This section displays the total monetary amount of all the expense items on the expense report, including company paid items.
Amount Advanced	This section displays the total amount of any advances the employee received that should be applied to the expense report. Advances represent cash provided to the employee to cover expected expenses. Advances reduce the amount owed to the employee.
Company Paid	This section displays the total monetary amount of any company paid expense items included on the expense report. Company paid expenses are paid directly to a vendor and are not reimbursed to the employee. Company paid amounts reduce the amount owed to the employee.
Total Due	This column displays the total amount your firm owes the employee. This amount is calculated by adding together all the expenses and then subtracting advances and/or company paid items from that amount.