Create an expense receipt

You can create an expense receipt by using the Expense receipts (EP301010) window.
In this window, you can create the following expense receipts:

• Your own receipts
• The receipts of employees in work groups at lower levels in the company tree than your work group
• The receipts of employees for whom you are an appointed delegate; all delegates of a particular employee are listed on the Delegates tab of the Employees (EP203000) window

1. Go to the Expense receipts (EP301010) window.
2. Click .
3. In the top part, specify the following:
   1. In the Date field, select the date when the receipt was issued.
   2. In the Expense item field, select the expense non-stock item, which defines the type of the expense.
      From the settings of this item, the system copies the financial accounts, the default VAT category, the standard cost, and the unit of measure used for the receipt.
      
      If the Net/gross entry mode functionality is enabled in the Enable/disable functionalities (CS100000) window, the default VAT calculation mode is also copied from the settings of the selected expense item.
   3. In the Claimed by field, select the employee who is claiming the expenses.
   4. In the Branch field, select the branch that will reimburse the expenses to the employee.
4. On the Receipt details tab, in the Expense details section, specify the receipt information as follows:
   1. In the Description field, type a brief description of the expenses.
      In the table in the Expense receipts (EP301010) window, this description will be used as a link the user can click to open the current window and view the details of the receipt.
   2. In the Quantity field, type the quantity of the expense item that the employee purchased according to the receipt.
      The quantity is expressed in the unit of measure specified in the UoM field, which is the unit specified for the selected non-stock item in the Non-stock items (IN202000) window.
   3. Optional: In the Unit cost field, manually override the default value (if one exists), which is the standard cost specified for a unit of the expense non-stock item, or specify the amount in the Amount field .
   4. In the Employee part field, type the part of the total amount that will not be reimbursed to the employee (that is, the part for which the employee is responsible).
      
      If the amount in the Amount field includes VAT, the Employee part should also be specified with the VAT included.
   5. In the Currency field, change the currency to that of the receipt, if necessary.
      If the currency of the receipt is not yet registered in the system, you can create a new currency by using the Currencies (CM202000) window.
   6. Optional: In the Ref. no. field, type the number of the original receipt, which can be used for future reference.
   7. In the Project/contract field, select the applicable project or contract if the employee incurred the expenses while working on a particular project or contract.
   8. In the Project task field, select the project task to which the expenses are related.
   9. Optional: In the Expense claim field, select an existing expense claim with which you want to associate the expense receipt.
5. Optional: In the VAT info section, change any of the default VAT settings for the receipt as follows:
   1. In the VAT zone field, specify the VAT zone that applies to the expense receipt.
   2. In the VAT calculation field, which is available if the Net/gross entry mode functionality is enabled in the Enable/disable functionalities (CS100000) window, specify whether the entered amounts are VAT-inclusive or VAT-exclusive.
   3. In the VAT category field, select the VAT category for the expense item.
6. In the Financial details section, specify the information to classify the receipt as follows:
   1. Select the Invoiceable check box if a customer should be invoiced for the expense amount.
   2. In the Customer field, select a customer if the employee incurred the expenses while working for a particular customer.
      If you have already selected a project or contract in the Project/contract field, the system automatically filled in the customer and it cannot be changed.
7. Optional: In the Image section, do the following:
   1. Click Browse to open the file selection window, and select the image of the original receipt.
   2. Click Upload to attach the image file to the expense receipt record.
8. Optional: On the VAT details tab, correct the VAT amounts in the VAT amount column.
9. Click .