Enter Expense
Once a line has been selected, the panel Add an Expense will appear.
The details that can be entered are as follows:
Cost Item
Specify the cost item for your expense from the drop-down list. The following options may change based on the cost item that has been selected.
Reference
Add a description for your expense with a maximum of 30 characters.
Currency
Specify the currency in which the transaction was carried out. The currencies available in the drop-down list are dependent on the cost item.
Tax Schedule
Select the tax schedule corresponding to the location where the transaction was carried out, if applicable.
Credit Card
Check this box if the expense was made using a company credit card. You will not be reimbursed for this expense.
Date
Enter the date at which the expense was incurred. If permitted in your company settings, the actual date of the transaction can be selected even if that period has since ended.
Amount (Transactional Currency)
This column appears when you’ve selected a currency different from your functional currency. Enter the expense amount as charged by the vendor.
Unit (km/miles)
This column appears if the cost item involves mileage. Enter the number of kilometers or miles.
Rate
This column appears if you have entered an amount in a currency different from the functional currency or a mileage amount. This rate will be used to convert the entered amount into the functional currency. A rate is displayed by default as configured in the company settings.
Amount (Functional Currency)
If you’ve entered an amount in a different currency or in units, the amount converted into your functional currency will be automatically calculated based on the rate and displayed in this column. Otherwise, enter the amount of your expense.
Comments and Attachments
Include any comments, descriptions and attachments that may be necessary.
Depending on your organization, some or all these references may be mandatory.
After filling out the required details, click the OK button at the bottom of the panel to add the expense to your expense report.