Expense Reprts Users Guide - aqua Updated 08/16/2016 Page 1 f 7
The expense reprt applicatin allws emplyees t enter and submit their expenses fr jb (billable and nn-billable) and nn-jb expenses. The applicatin is lcated in bth Advantage and Webvantage. Setup Security [Security Setup Grup r User] Access t the expense reprts applicatin is granted n the mdule access tab in grup r user setup. The custm 1 ptin grants access t the credit card imprt. The Limit time entry t emplyee cde attached n the User Settings tab in User Setup will limit the user t nly be able t enter their wn expense reprt. Fr a supervisr, alternate apprver r any ther emplyee t be an apprver when expense reprts are submitted, that user must have access t the expense apprval applicatin. Security [Security Setup User] User Limits can be setup t limit the user t specific ffices, Client/Divisin/Prducts and/r Emplyees. This can als be dne in Accunting Maintenance Emplyees / Security & Passwrds tab. Vendr Maintenance [Maintenance Accunting] Set up a vendr recrd fr each emplyee wh will be entering expense reprts. On the Defaults/Ntes tab, check the bx t indicate the vendr as an Emplyee Vendr. If the bx is nt selected, the emplyee will nt be available as an ptin in the expense reprts applicatin. Chart f Accunts (Fr cmpany credit card use nly) [General Ledger Maintenance] Setup a liability accunt fr the cmpany credit card. Yu may chse t setup a single credit card liability accunt r ne fr each user. Emplyee Maintenance [Maintenance Accunting] Time Tracking tab Enter a supervisr fr the emplyee. The supervisr is used fr expense reprt apprval unless an alternate apprver is selected in the Expense Reprt Infrmatin sectin f the POs & Expense Reprts tab. PO & Expense Reprts tab Supervisr apprval required Select this checkbx t require supervisr apprval n expense reprts fr this emplyee. Alternate apprver Assign an alternate apprver t the emplyee if their expense reprts will be apprved by smene ther than the supervisr. Vendr cde crss reference Select the emplyee vendr that was setup in vendr maintenance fr the emplyee. If the vendr cde crss ref is nt set up, the message This emplyee cde is nt assciated with a vendr cde will display when attempting t enter an expense reprt and the user will be unable t cntinue. Credit Card Number Enter the cmpany credit card number used by the emplyee. This is fr infrmatinal purpses nly. Credit Card GL Accunt Default Select the GL liability accunt assciated with the emplyee s cmpany credit card. This will be used as the credit card ffset accunt when apprving expense reprts in AP. This is nly needed if the emplyee uses a cmpany paid credit card. Credit Card Descriptin Updated 08/16/2016 Page 2 f 7
Enter the descriptin f the cmpany credit card used by the emplyee. This is fr infrmatinal purpses nly. Functin Maintenance [Maintenance Accunting] Indicate that the vendr functin can be used n expense reprts by checking the bx in the Emplyee Expense clumn. Enter a GL accunt in the nn-billable client accunt clumn t be used fr expense reprt entries that include a jb r functin that is marked as nn-billable. Enter a GL accunt in the verhead accunt clumn t be used fr expense reprt entries that are nt assciated with a jb. Creating an Expense Reprt Expense Reprts can be created in either Advantage r Webvantage under the Emplyee menu. Enter the required fields (Functin, Amunt, Descriptin, Date and Payment Type) Payment Type ptins are Cash, Persnal Credit Card and Crprate Credit Card. Cash and Persnal Credit Card will result in an amunt due t the emplyee. The Crprate Credit Card ptin will ffset the expense with the credit card hlding accunt setup in Emplyee Maintenance. Updated 08/16/2016 Page 3 f 7
Expense Receipts Expense receipts can be upladed and attached t the expense reprt at the expense reprt level r at the individual line item level by selecting the specific line frm the expense reprt. Attaching the receipt t the line item during r after the uplad prcess. On View Receipts, click the Select Item icn t attach dcument t a line item. The expense receipts can then be viewed in the expense reprt, the expense apprval, apprval alert, the apprve expense reprt applicatin (in Accunts Payable) and/r the vendr invice. Ask Blue Ask Blue is a feature that will enable a user t take a picture f their expense receipt and create an expense reprt r add receipts t an existing reprt, by emailing that receipt t a specific email address. Setup the email listener feature in Advantage Services Cmplete POP3/Email Listener settings in Agency Maintenance System & Alert Optins tab Email Settings tab. Cntact Tech Supprt fr assistance. The email must be sent frm the email address attached t the vendr cde crss reference. The subject f Add Exp. will create a new expense reprt fr the current mnth while Update Exp. will add t an already existing expense reprt fr the current mnth. If there is nt an pen expense reprt fr the current mnth, using the Update Exp. Cmmand will result in a brand new expense reprt fr the current mnth. Expense Reprt Apprval Supervisr Apprval in Expense Apprval If supervisr apprval is required fr the emplyee, submitting an expense reprt will send an alert t the supervisr, alternate apprver r the selected apprver that apprval is needed. Updated 08/16/2016 Page 4 f 7
The apprver can apprve r deny the expense reprt. If denied, the apprver can send an alert back t the emplyee, cmplete with cmments f the reasn fr the denial. The emplyee will need t un-submit the expense reprt, make changes, and re-submit. The apprver can see the details f the expense reprt by expanding the arrw n the left side f the screen. Upladed expense receipts can be viewed by clicking n the dcuments icn. Once the expense reprt has been apprved by the supervisr, it will rute t Accunts Payable fr final apprval and invice creatin. Final accunting apprval in Accunts Payable If supervisr apprval is NOT required fr the emplyee, submitting an expense reprt will rute it t the Apprve Expense Reprts applicatin (in Accunts Payable) fr final apprval and creatin f the vendr invice. The apprve expense reprts ptin enables the user t search and edit expense reprts as well as view the upladed expense receipts. Updated 08/16/2016 Page 5 f 7
Apprving the expense reprts results in the creatin f the AP invice fr payment t the emplyee. Set GL Accunt buttn When an expense reprt is in AP apprve expense reprts applicatin, the GL accunt used fr nn-billable and nn-client entries will default frm functin maintenance. If the emplyee submitting the expense reprt r the jb is assciated with a different ffice r department, the ffice and department segments f the GL accunt can be changed using the Set GL Accunt buttn. Setup If yu need the ffice segment f the GL accunt t change, the general ledger crss reference fr ffice will need t be setup fr the set GL accunt ptin t wrk. Fr nn-client expenses, ensure that the emplyee vendr s default AP GL accunt is fr the crrect ffice. If yu need the department segment f the GL accunt t change based ff f the emplyee s default department, the general ledger crss reference fr department will need t be setup. Set an apprpriate default department in Emplyee Maintenance. If yu d nt use the department as a segment f yur GL, then nthing shuld be setup in the crss reference. In this case, nly the ffice will change when the Set GL Accunt buttn is used. If the GL accunt desn t exist in the Chart f Accunts fr the ffice and department segment, n changes will be made. Rules Fr nn-client related expenses, the ffice segment f the GL accunt will change t the ffice segment frm the emplyee s default ffice. If the emplyee default ffice des nt exist, it will change t the ffice segment f the emplyee vendr s default AP Accunt. The department segment f the GL is changed based n the emplyee s default department. Fr nn-billable jb related expenses, the ffice segment f the GL accunt will be changed t the jb s ffice. The department segment f the GL will be changed t the emplyee s default department. Imprting an Expense Reprt frm a Credit Card r ther 3 rd Party System Emplyee expenses can be imprted frm a.csv file which will create an pen expense reprt that can be mdified and expense receipts upladed in either Advantage r Webvantage. The nrmal prcess will still need t be fllwed fr supervisr apprval and apprval thrugh AP. Imprting credit card and nn-credit card expenses. The imprt is currently nly available in Advantage. Select the type, credit card r nn-credit card Create a template based n the.csv file Updated 08/16/2016 Page 6 f 7
Use the expense imprt wizard t display in the staging area Make mass updates t the recrds using the aut fill ptin Use the imprt buttn t create the expense reprts Using Cmpany Credit Cards When the payment methd f Crprate Credit Card is selected in the expense reprt, the charge will nt be reimbursed t the emplyee. Instead, it will g int a credit card hlding accunt t ffset the expenses where the credit card was used. If n ther payment methd is used, it wuld result in a zer AP t the emplyee. The entry that is made in accunts payable: Debit t the expense accunts (fr nn-billable r nn-client expenses) r WIP accunt (fr billable expenses). Credit t the credit card hlding GL accunt fr the amunt that was paid with the cmpany credit card. When the credit card statement AP is entered, the same credit card hlding GL accunt shuld be used n the nn-client tab t reduce the balance in the accunt. Updated 08/16/2016 Page 7 f 7