Entering an expense report

Learning Resources: Expense Entry Functional Guide

To enter an expense report

  1. From the > Manage menu, click Time & Expense.
  2. Click the My Expenses tab.
  3. Click the New button.
  4. In the beginning and ending date fields, enter the first and last date of expenses you are including on this report. Ajera uses the ending date as the date of the vendor invoice that it produces for this expense report.
  5. Click OK.
  6. Your name appears in the Employee field.
  7. Type a short description of the expenses on this report. To enter a more lengthy description, enter your notes in the Notes field.
  8. Review the report dates above the table to be sure they are correct, and change them as needed.
  9. If you received an advance payment for the expenses you are reporting on this expense report, enter the amount in the Advance Amount field. Ajera uses the expense report ending date as the date of the advance transaction on the vendor invoice.
Example: Your company issues you an employee advance of $500 for a weeklong conference. On your daily expense report, you enter the portion of the $500 advance spent that day.
  1. If you enter an amount in the Total Amount field, as you enter expenses, Ajera displays the remaining amount. If you do not enter an amount, Ajera calculates it for you as you add expenses.
  2. Complete one row of the table for each expense you want to enter:
For Do this

Date

Enter the date of the expense.

Project

If the expense is associated with a project, enter that project. Do not enter a project if this is a personal expense.

Phase

If the expense is associated with a particular phase of a project, enter that phase.

Do not enter a phase if this is a personal expense.

Expense Item

Select the type of the expense.

Payee

Type the name of the recipient for the payment you made.

Units

If you are entering a unit expense, type the number of units.

For example, if you are entering an expense for gas mileage, you would enter the number of miles you drove.

Unit Rate

If you entered a unit, Ajera enters the unit rate and amount for you, based on the type of expense item you selected. You can change the rate, if needed.

For example, if you are entering an expense for gas mileage, and your company reimburses you for 48.5 cents a mile, you would enter that amount here.

Note: If you change a unit rate, and then want to change it back to the rate Ajera calculated for you, click the cell, and then click the Reset button.

Amount

Enter the amount of the expense.

If you entered units, Ajera calculates the amount for you, which you can change.

Reference

Use this field to group and summarize similar items on the credit card bank register. Enter any number on more than one expense item for those items to be grouped together.

For example, on your credit card, you have separate charges for the hotel room and for parking at the hotel. On your expense report, you enter H100 as a reference number for both the room charges expense item and the parking expense item.

If the expense is to be reimbursed on a vendor invoice, this field is for reference only on the expense report.

Credit Card

If you charged the expense on a company credit card, select the credit card.

Note: If you want an employee to view or edit this column, select the Use expense reports check box on the Setup > Employees > Time & Expense Entry tab and select at least one credit card in the credit card fields.   

Personal Expense

Select this check box if this is a personal expense and you charged it on a company credit card. Ajera then enters the expense as a negative distribution on the vendor invoice for the expense report.

Notes

Enter any notes about the expense report.
  1. Add these optional columns to the table, as needed:
Column Description
Import

Click the to open a list of import items.

You can only select one item to associate with an expense report row.

Attachments

Any attachments related to the item

You can click the attachments icon in the table to add, change, or open attachments.

The column displays if there are no attachments, and if there are attachments. 

Notes

Any notes entered by the employee submitting the expense report.

Manager Notes

Any notes entered by the manager approving the expense report.

Reject by

The person who rejected the item.
  1. To import credit card items, click the Import button.
  2. Select individual items or click Select All to add credit card items to the expense report.
  3. If you need to delete an expense report item that you just added, click the row of the item, and click the Delete button.
  4. Do one of the following:
  • If you are finished with the expense report and want it to be processed (or approved, if your company requires approvals), click the Submit button. Once you submit an expense report, you can no longer change it unless you unsubmit it.

You can unsubmit an expense report only if your company requires approvals.

  • If you are not ready to submit the expense report, click Save. You can open it later.