Expense receipt (EP301020)

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In this window, you can specify the details of a new expense receipt. You can also use this window to view or edit the details of an existing expense receipt. An expense receipt is a document that confirms the expenses that you as an employee have incurred while you performed work for your organisation.

This window is only available when you click in the Expense receipts (EP301010) window, or if you open an expense receipt from the list to edit it.

For information about expense receipts, see: About expense receipts

You use the elements on this tab to create a new receipt or to select one of the existing receipts.

Element Description
Receipt ID

The identifier of the receipt record in the system, which the system assigns automatically when you save a newly entered receipt.
Date The date of the receipt. By default, the current business date is used when a new receipt is created.
Expense item

The non-stock item of the expense, which determines the financial accounts, the default VAT category, and the unit of measure used for the receipt.
Claimed by The name of the employee who is claiming the expenses.
Branch

The company branch that will incur the expenses.

If multiple expense receipts associated with different branches are added to one expense claim, the branch specified for the claim on the Financial details tab of the Expense claim (EP301000) window will reimburse the expenses and the branches specified in this field for the receipts will incur the expenses.
Status The status of the receipt, which is set by the system and can be one of 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.
Claim amount The amount to be reimbursed to the employee, which is calculated by the following rule: Claim amount = Amount + VAT total (if VAT is exclusive) + Tip amount – Employee part.
VAT total The total amount of VAT or taxes calculated for the expense receipt.

You use the elements on this tab to view or edit the details of the receipt.

Element Description
Description The description of the expense.
Quantity The quantity of the expense item that the employee purchased according to the receipt.
The quantity is expressed in the units of measure specified for the selected expense non-stock item.
Unit cost The cost of one unit of the expense item.
If a standard cost is specified for the expense non-stock item, it is used as the default unit cost.
Amount The total amount of the receipt (for VAT-inclusive taxes), or the total amount before taxes (for VAT-exclusive taxes).
UoM The unit of measure of the expense item.
Employee part

The part of the total amount that will not be paid back to the employee.

If the Amount is VAT-inclusive, the Employee part should include VAT as well.
Tip amount

The amount of non-taxable tips that will not be included in the tax base of the receipt.

Tips will be included in purchase or sales invoices (if the receipt is invoiceable) as separate document lines for the non-stock item specified in the Non-taxable tip item field on the General settings tab of the Time and expenses preferences (EP101000) window.

This field is available only if the Non-taxable tip item field in the Time and expenses preferences (EP101000) window.
Currency

The receipt currency, which can be any currency registered in the system.
New currencies may be registered in the Currencies (CM202000) window.
To change the currency rate, click the Rate selection button.

By default, the receipt currency is the currency specified as the default for the employee.
Ref. no. The reference number, which usually matches the number of the original receipt.
Project/contract

The project or contract, which should be specified if the employee incurred the expenses while working on a particular project or contract.

You can select a project or contract only if the Project accounting or Contract management functionality is enabled in your system in the Aktivera/inaktivera funktioner (CS100000) window.
Project task

The project task to which the expenses are related.

This field is available only if the Project accounting functionality is enabled in functionality is enabled in your system in the Aktivera/inaktivera funktioner (CS100000) window.
Expense claim

The expense claim with which the expense receipt is associated.
This setting cannot be edited if the receipt is included in a claim that has the Pending approval, Approved, or Released status.

If the receipt has the Rejected status, it cannot be included in any claim (that is, the list of available expense claims is empty for this receipt).
Expense claim status The current status of the associated expense claim, which can be one of the following options:
  • On hold: The claim is a draft.
    This claim may include receipts with any status except Released.
  • Pending approval: The claim is in the approval process.
    This claim may include receipts with only the Open status.
  • Approved: The claim has been approved.
    This claim may include receipts with only the Open status.
  • Rejected: The claim has not been approved.
    This claim may include receipts with only the Open status.
  • Released: The claim has been released.
    This claim may include receipts with only the Released status.

This section specifies the tax settings that apply to an expense receipt.

Element Description
VAT zone The VAT zone that applies to the expense receipt.
By default, this is the VAT zone of the employee specified in the Claimed by field of the top part.
(The VAT zone of an employee is specified in the VAT zone field on the Financial settings tab of the Employees (EP203000) window.)

If you change the default VAT zone inserted in this field, the system asks whether you want to save the new value as the default VAT zone for expense receipts.
VAT calculation mode The tax calculation mode, which defines which amounts (VAT-inclusive or VAT-exclusive) are specified in the expense receipt:
  • Gross:
    The Unit cost, Amount, and Employee part in the expense receipt include the VAT amount.
  • Net:
    The Unit cost, Amount, and Employee part in the expense receipt do not include the VAT amount.
  • VAT settings:
    The system calculates the tax amount in the expense receipt according to the settings of the applicable tax or taxes.

The default value of this setting is the value specified for the selected expense item.

This field appears only if the Net/gross entry mode functionality is enabled in your system in the Aktivera/inaktivera funktioner (CS100000) window.
VAT category The tax category for the expense receipt.
By default, this is the VAT category specified for the selected expense item in the Stock items (IN202500) window.

The settings in this section are editable for an expense receipt with the On hold, Open, or Pending approval status or for an expense receipt included in a claim that can be modified (that is, when the claim has the On hold status).

Element Description
Invoiceable

A check box that indicates (if selected) that the customer should be invoiced for the claim amount.
You can use the Invoice expense claims (EP502000) window to invoice the customer if no project is specified.
Customer The customer, which should be specified if the employee incurred the expenses while working for a particular customer.

If a contract or project is selected, the customer associated with this contract or project is automatically filled in and the field becomes read-only.
Location The location of the customer related to the expenses.
Cost code

The cost code with which this record is associated to track project costs and revenue.

The field is available if the Cost code functionality is enabled in your system in the Aktivera/inaktivera funktioner (CS100000) window.
Expense account The expense account to which the system records the part of the expense to be paid back to the employee.
Expense sub.

The corresponding subaccount the system uses to record the part of the expense to be paid back to the employee.

The segments of the expense subaccount are combined according to the settings specified in the Time and expenses preferences (EP101000) window.
Sales account The sales account to which the system records the part of the amount to charge the customer for.

If the Invoiceable check box is selected, the sales account specified for the expense non-stock item is filled in by default.
Sales sub. The corresponding subaccount the system uses to record the amount to charge the customer for.

If the Invoiceable check box is selected, the sales subaccount specified for the expense non-stock item is filled in by default.

The segments of the sales subaccount are combined according to the settings specified in the Time and expenses preferences (EP101000) window.
Element Description
Browse Opens the file selection window, where you can select an image to upload.
Upload Uploads the selected image to the system.

This tab shows the taxes that apply to the expense receipt and the discrepancy between the calculated tax amounts and the VAT amounts a user entered on this tab.

Element Description
VAT discrepancy The discrepancy between the VAT amounts calculated by the system and the VAT amounts entered in the VAT amount column (for tax-inclusive items).

The discrepancy should not exceed the rounding limit specified in the Rounding limit field in the Redovisning (GL102000) window.

VAT ID

The ID of the VAT applied to the expense receipt.
VAT rate The VAT rate used for the tax.
Taxable amount The taxable amount used for calculating the VAT.
VAT amount The calculated VAT amount for the specific VAT.
Deductible VAT rate The percent of deduction that applies to the VAT amount paid.
Expense amount Non-deductible VAT amount that is recorded as expenses.

Related concepts

About expense claim approval

About expense claim release

About expense claims

About expense receipts

Related tasks

Approve expense receipts

Create an expense receipt

Generate expense claims

Register expenses on a project

Release expense claims

Related windows

Expense receipts (EP301010)