Quick start: Entering expense reports

To enter an expense report

1. Do one of the following to access the Create Expense Report screen.

• When you log in, select Create an expense report from the Go to dropdown list.

• From the upper-left corner of any screen, click Expense > Expense Report > Create.

• From any report screen, click the Create Expense Report tab.

2. If you have more than one vendor number, a Vendor Number and Currency dropdown list appears at the top of the screen, and you must make a selection in order to create a report.

3. Do one of the following.

• To create a report for an approved request, find the request in the upper list, then click Create to the left of the request.

• To create a report from a form that does not require a pre-authorization, find the form in the lower list, then click Create to the left of the form.

4. On the Edit Expense Report screen, enter a brief description of the activity for which you incurred expense.

5. If you wish, you can also enter a detailed, longer description.

6. If the report number doesn’t default, enter it.

7. For the first date on which you incurred expenses:

1. In the Date field, enter the date on which you incurred expenses.

2. If a Location Code field appears, and if you entered a location on the request, it defaults onto the report. You can make a new entry or change the default to identify the area from which you want to obtain per diem rates.

3. If there is a Per Diem button, click it if you want e-xpense to use the combination of the date and location code to fill in the cost for each applicable category row.

4. Make entries in each row that applies to your expense. If necessary, you can change values that defaulted from the per diem rates.

5. You can click to the right of a cell to enter additional information such as foreign currency, number of attendees, mileage, and an explanation.

8. Repeat step 7 for each date on which you incurred expenses. If you incurred expenses on more than seven dates, click New Week.

9. Create one or more expense distributions for the report.

1. To distribute for:
   a specific date and category, click to the right of the cell, then click to the right of the Amount field on the Expense Detail screen
   a specific column, click under the appropriate date
   a specific category, click to the left of the appropriate row
   the entire report, click Expense Distribution toward the top of the screen
   
   The Expense Distribution screen appears.

2. If the screen displays an Org9 field, select an org9 from the dropdown list, or select Search to look it up. If the screen also displays an editable job, then it may default from the org9, in which case you can change the job if you wish.

3. If the screen displays a Job field, do one of the following to enter a job.

   • Select a job from the dropdown list, which shows all of the jobs in your personal list.

   • If the list shows a Search option, you can select it to look up a job from the company master.

   • To type the job, select Manual Entry from the dropdown list.

4. Enter either a percentage or an amount. e-xpense deducts the amount from the total, or it applies the percentage to whatever amount is left.

5. Click Update.

6. If needed, click Add and repeat sub-steps b through e for the new distribution line.

7. Click OK to save your distributions.

10. If you have already received payments:

• An amount may appear in the display-only Less Company Paid field.

• You can enter an amount in the Less Advance Payment field. e-xpense defaults the amount from the request if you entered one there, and you can change it in this report.
  
  e-xpense deducts these amounts from the total that you will be reimbursed.

11. Click Save.

12. When you are ready to submit your report:

1. If a password field appears to the left of the Submit Report button, enter your password here.

2. Click Submit Report.

13. On the Edit Expense Report screen, e-xpense displays a message to confirm that you've submitted your expense report.