An expense report is a form of document that contains all the expenses that an individual has incurred as a result of the business operation. Accounting Seed supports the following use cases with expense reports:
  • Employee expense report reimbursable to the employee
  • Direct creation of accounts payable transactions to an employee via expense reports
  • Direct creation of accounts payable transactions to a credit card company via expense reports.
  • Expense reports for Mileage
  • Approvals of expense reports
  • Image attachment to expense reports
  • Direct creation of billings (Sales Invoices) from expense reports with multiple markup rates.
Creating an Expense Report
 Summary of Steps:
  1. Navigate to the expense report tab
  2. Click the new button.
  3. Enter the expense report name and select the name of the employee that the expense report is for.
  4. Select the Expense tab to enter expenses or the Milage tab to enter reimbursable mileage
  5. For the Expense tab click the + to add a line. Input the the following:
    • Project & Project Task
    • Check Billable if the expense is to be billed to a client
    • Check Employee reimburse if the expense is to be reimbursed to an employee or select a credit card vendor if it is to be reimbursed to a credit card vendor.
    • Enter the date of the expense
    • Enter the expense type
    • Enter the amount
    • Enter Comments - Internal Comments show within the organization only. Invoice comments are transferred to billing lines if billed.
  6. For the Mileage tab click the + button to add a line. Input the following:
    1. Project & Project Task
    2. Check Billable if the expense is to be billed to a client
    3. Check Employee reimburse if the expense is to be reimbursed to an employee.
    4. Enter the date of the mileage
    5. Enter the expense type
    6. Enter the origin and destination of the trip
    7. Enter the amount of miles driven
    8. Enter Comments - Internal Comments show within the organization only. Invoice comments are transferred to billing lines if billed. 
Attach Receipts
1. After saving the expense, scroll to the bottom of the page to the section titled "Notes and Attachments."
2.  Use a scanner to scan the receipt in, and save it to your computer.
3.  Select "Attach a File." 
4. Select the file from your computer to upload. 
 
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3 Comments

  • 0
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    Rebecca Ralls

    Question re: the Credit Card Vendor Payable checkbox.  It does not appear to be included on the expense report edit screen (I checked the FLS to make sure the field is visible), but in order for the expense line to register as a "payable" expense, it needs to be checked if it's for a credit card vendor.  Is there a process that is supposed to run in the background that checks the box if a credit card vendor is selected?  Because if so, it does not seem to be firing in one of the orgs I am working in.  

    They're currently on 3.11.1.  It's not too hard to create a process that will check it automatically if a credit card vendor is added, but I don't want to duplicate a process that's already there if I don't have to.

    Thanks!

  • 0
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    Tony

    Hi Rebecca,

    The Credit Card Vendor Payable checkbox is not longer used in the application. We will be removing it from the package in an upcoming release. 

  • 0
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    Rebecca Ralls

    New question: regarding the assignment of accounting variables on expense reports.

    Accounting variables are assigned to expense report lines via the project task that are assigned to the project task.  

    I have a couple clients who are using the expense report object to allow their  users to code their company credit card charges.  They have a general purpose "Expense Report" project to use for any line that does not belong to a specific project.  For a company with only a few accounting variables, this is pretty manageable - you only have to have a handful of project tasks to cover the various possible combinations of project tasks.

    However, one of my clients is using all 4 accounting variables and they have quite a few entries for each type.  The number of project tasks required for the general "expense report" project in order to cover every likely combination of accounting variables - even if we do not include the ones that are not likely - is enormous and unwieldy.  Right now - with the tasks set up just for the intersection of 2 of the 4 accounting variables, they're at 76 project tasks. - to factor in a third variable will add over 100 more.

    Is there any other alternative to deal with this?  Have you considered making it possible just to enter GLAV variables directly on expense lines instead of tied specifically to the project task?

    Thanks!

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