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Creating Expense Reports Concept

Creating Expense Reports Concept. Creating Expense Reports. Creating Expense Reports. Step 1. Begin by navigating to the Create Expense Report page. Click the vertical scrollbar. Creating Expense Reports. Step 2. Click the Travel and Expenses menu. Creating Expense Reports. Step 3.

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Creating Expense Reports Concept

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  1. Creating Expense ReportsConcept

  2. Creating Expense Reports

  3. Creating Expense Reports Step 1 Begin by navigating to the Create Expense Report page. Click theverticalscrollbar.

  4. Creating Expense Reports Step 2 Click theTravel and Expensesmenu.

  5. Creating Expense Reports Step 3 Click theTravel and Expense Centermenu.

  6. Creating Expense Reports Step 4 Click theCreate/Modifylink.

  7. Creating Expense Reports Step 5 Enter the desired information into theEmpl IDfield. Enter"KU0042".

  8. Creating Expense Reports Step 6 Click theAddbutton.

  9. Creating Expense Reports Step 7 Use the CreateExpense Report page to add expense lines and provide information that is specific for each expense type.

  10. Creating Expense Reports Step 8 Expenses populates fields based on user default settings. These setting are determined on the Employee Profile - User Defaults page. Default values include: Business Purpose, Location, Report Description, Payment Type, and so on. You can override these defaults during entry.

  11. Creating Expense Reports Step 9 Embedded Help icons are placed in some group boxes to help you understand how to proceed through the page. Click theHelpbutton.

  12. Creating Expense Reports Step 10 This Embedded Help window provides basic information about the section. You can move this window anywhere on the page, which enables you to view the instructions while you enter data on the page.

  13. Creating Expense Reports Step 11 When you are finished using the information in the window, you can close it. Click theClosebutton.

  14. Creating Expense Reports Step 12 Another Embedded Help icon is available for the Expenses section. Click theHelpbutton.

  15. Creating Expense Reports Step 13 This Help - Expenses window provides information about entering expense lines. Click theClosebutton.

  16. Creating Expense Reports Step 14 Select a purpose from the Business Purpose list. Because tax laws require a business purpose for business expenses, this field is required. Click theBusiness Purposelist.

  17. Creating Expense Reports Step 15 Click theOff-site Meetinglist item.

  18. Creating Expense Reports Step 16 The Report Description field has a default value, which comes from User Defaults. You can override this if desired. Click in theReport Descriptionfield.

  19. Creating Expense Reports Step 17 Enter the desired information into theReport Descriptionfield. Enter"San Francisco meeting".

  20. Creating Expense Reports Step 18 In the Default Location field, select a city, country, or geographical area where the expenses were generally incurred. This location appears on each expense line where applicable, and you can change it throughout the expense report entry process. If you change the default location, Expenses applies the new location to newly added expenses; the change does not impact existing expense lines.

  21. Creating Expense Reports Step 19 If value-added tax (VAT) is enabled, you must enter a default location so that Expenses can determine the VAT treatment. Otherwise this is an optional field. Click in theDefault Locationfield.

  22. Creating Expense Reports Step 20 Click theLook up Default Locationbutton.

  23. Creating Expense Reports Step 21 Click in theDescriptionfield.

  24. Creating Expense Reports Step 22 Enter the desired information into theDescriptionfield. Enter"San Fr".

  25. Creating Expense Reports Step 23 Click theLook Upbutton.

  26. Creating Expense Reports Step 24 Click theSNFRNlink.

  27. Creating Expense Reports Step 25 Click thehorizontalscrollbar.

  28. Creating Expense Reports Step 26 Click theQuick Startlist.

  29. Creating Expense Reports Step 27 Use the Quick Start list to change the method used for creating an expense report. These options are no longer available when you click in the Expenses section and begin entering an expense line. Options include: • A Template: Select to access the Selecta Template page, where you can select a template to use to base a new expense report on. • A Travel Authorization: Select to access the Populate From A Travel Authorization page, where you can select a travel authorization from which to create a new expense report that contains similar information. • An Existing Report: Select to access the Copy From an Existing Report page, where you can select an existing expense report from which to create a new expense report that contains similar information. • Entries From My Wallet: Select to access the My Wallet page, where you can select transactions to add to the expense report.

  30. Creating Expense Reports Step 28 Use the Attachments link (at the top of the Create Expense Report page) to attach a document at the header level of an expense report. Click theAttachmentslink.

  31. Creating Expense Reports Step 29 Use the Expense Report Attachments page to add new attachments, view existing attachments, or remove attachments for the expense report.

  32. Creating Expense Reports Step 30 Click theAdd Attachmentbutton.

  33. Creating Expense Reports Step 31 The File Attachment window appears. Click theBrowsebutton.

  34. Creating Expense Reports Step 32 Navigate to the location where you stored your attachment and select it. Click in theNamefield.

  35. Creating Expense Reports Step 33 Click theOpenbutton.

  36. Creating Expense Reports Step 34 Click theUploadbutton.

  37. Creating Expense Reports Step 35 Optionally, you can enter a description for the attachment. Click in theDescriptionfield.

  38. Creating Expense Reports Step 36 The Description field on the Expense Report Attachments page is different from the ReportDescription field on the CreateExpense Report page. The Description field on this page describes the expense type. Enter the desired information into theDescriptionfield. Enter"Invitation".

  39. Creating Expense Reports Step 37 Click theOKbutton.

  40. Creating Expense Reports Step 38 Notice that the Attachments link has a "(1)" after it. This means that there is one attachment. The system updates this number every time you add or delete an attachment.

  41. Creating Expense Reports Step 39 Expense transactions can be entered directly or can be imported into your expense report from My Wallet if your organization is using a credit card feed. Expense transactions that are uploaded to the online system from a personal digital assistance (PDA) appear in My Wallet ready for use in an expense report.

  42. Creating Expense Reports Step 40 Use the Quick-Fill button (or link) to select multiple expense types.

  43. Creating Expense Reports Step 41 Enter the date when the transaction began or occurred. Click in theDatefield.

  44. Creating Expense Reports Step 42 Enter the desired information into theDatefield. Enter"08/01/2013".

  45. Creating Expense Reports Step 43 Select an expense type for this expense line. Click theExpense Typelist.

  46. Creating Expense Reports Step 44 Click theAutomobile Rentallist item.

  47. Creating Expense Reports Step 45 Notice that as soon as you click in the Expense Type, the Quick Start drop-down box changes to Actions.

  48. Creating Expense Reports Step 46 The remaining fields also becomes available for the expense type  when the expense type is selected.

  49. Creating Expense Reports Step 47 Click theSelect Expense Typebutton.

  50. Creating Expense Reports Step 48 Use the Select Expense Type by Category page to  view a list of all the Expense Type Categories. The expense types that are available to you are based on an employee’s role and transaction date. Expense types that are not allowed for a role or are not active on the transaction date are not listed in the Select Expense Type by Category page.

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