About expense receipts

Each receipt can have the following properties:

• The expense non-stock item, which defines the financial accounts, the default VAT calculation mode and VAT category, and the unit of measure used for the receipt.
  If a standard cost is specified for the item, it is used as the default unit cost.
  Suppose, for example, that your company reimburses expenses that the employee incurs while using a personal vehicle for company purposes.
  In this case, the non-stock item would represent the mileage, and you can specify the standard rate per mile as the standard cost.
  
  The expense subaccount is combined according to the settings specified in the Time and expenses preferences (EP101000) window.
• The name of the employee who is claiming the expenses.
• The default VAT zone, which is copied from the employee's settings; a user can override the VAT zone in a particular receipt.
  The overridden VAT zone value can be saved for future use.
• The total amount of the receipt, the VAT amount (if applicable), the employee part (that is, the part of the total amount that will not be paid back to the employee), the tip amount (if applicable), and the claim amount (that is, the amount to be reimbursed to the employee, which is calculated by the following rule: Claim amount = Amount + VAT total (if taxes are exclusive) + Tip amount – Employee part).
• The receipt currency, which can be any currency registered in the system.
  You can configure new currencies by using the Currencies (CM202000) window.
• The reference number (optional) specified by the employee, which usually matches the number of the original receipt.
• The project or contract, which should be specified if the employee incurred the expenses while working on a particular project or contract.
  (In this case, the customer associated with the project or contract is filled in automatically.)
• The customer, which should be specified if the employee incurred the expenses while working for a particular customer.
• The scanned image of the original receipt.
• The VAT calculation mode.
  If the Net/gross entry mode functionality is enabled in the Enable/disable functionalities (CS100000) window, you can select whether the amounts that you enter in the expense receipt are VAT-exclusive (gross) or VAT-inclusive (net).
  

By using the Expense receipts (EP301010) window, you can enter, view, and edit any of the following expense receipts:

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

Also, you can view expense receipts included in the expense claims that require your approval.

In the Expense receipts (EP301010) window, you can also view the status of the expense receipt, which reflects its processing stage.
Typical statuses for expense receipts might include the following:

• On hold
  The receipt is new and has not been submitted for approval yet, or the receipt has been rejected and then put on hold while a user is adjusting it.
• Open
  The receipt is ready to be added to a claim after it has been approved (if approval is required for the receipt) or after it has been submitted for further processing (if approval is not required).
• Pending approval
  The receipt is pending approval.
• Rejected
  The receipt has been rejected.
• Released
  The expense claim associated with the receipt has been released.

Expense receipts with the Open status can be claimed selectively or all at once to window Expense claims.
When you claim multiple receipts, the window may display multiple claims where receipts will be grouped by their common properties.
Receipts that have different employees, branches, or customers are always split into different claims.
For more information, see: Generate expense claims

Also, if the Allow mixed VAT settings in claims check box is selected in the Time and expenses preferences (EP101000) window, a user can add expense receipts with a different VAT zone or VAT calculation mode (or both) to one claim.
When this expense claim is released, the system generates multiple purchase invoices, each of which contains expense receipts with the same VAT zone and VAT calculation mode.