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# Expense reports

An employee that has to make business expenses must create expense reports in order to be refunded by the company. This employee must add each expense made as well as all the information required by the company.

An expense report contains multiple expense lines. When a new expense report is opened and the employee adds expense lines to it, it is the "current" expense report. Once all expenses are added, the employee must complete the expense report. When an expense report is completed, the approval requests are sent to the relevant approvers or, if no approval has been set up, the expense report is directly transferred to the manager for validation (or rejection). The expense report is "completed" and the employee cannot add additional expenses to it.

Expense reports are mostly managed from the Expense reports menu of the Employee module. However, it is also possible to add expenses from the timesheets and schedules.

Searching for expense reports

The Expense reports menu displays all the expense reports of the supplier linked to the connected user. Only the latest expense reports are displayed but it is possible to access older expense reports by clicking on Show more expense reports at the bottom of the screen.

The Expand all or Collapse all button, located in the screen's header, can be used to expand or collapse all the expense reports displayed to show or hide the expenses' details.

In the search field, fill in the first letters of the desired keywords. The expenses matching the search are updated in real time.

From the screen's header, it is also possible to narrow down the expense reports and expenses displayed to easily find the desired one:

Field | Description
--- | ---
Sort by | Select how the expenses are sorted from the drop-down list. Date - expenses are sorted by date, in ascending or descending order Comment - expenses are sorted by comment, in alphabetical or reversed order (if the Comment is not filled in, expenses are sorted by expense type's label) Allocation - expenses are sorted by project, in alphabetical or reversed order Entered amount - expenses are sorted by entered amount, in ascending or descending order Note Expense reports are sorted according to the expenses included in them. The expense reports are always in the same order, it is the expenses included in them that can be sorted differently.
Only denied expenses | When this option is active (displayed in red), only the denied expenses are displayed on the screen. If an expense report contains both approved and denied expenses, only the denied lines will be displayed.

Adding expenses to an expense report

An expense report is made up of one or multiple expense lines. By default, if there is no current expense report when the employee adds an expense line, a new expense report is created automatically. If there is already a current expense report, the expense line is added to the current expense report with the other lines.

It is possible to manage where new expenses are added: according to the expense date, the expense will be added to the expense report of the month or the week, depending on the setup of the NDF_PAR_PERIODE management rule.

Reference

For more information about the setup of the NDF_PAR_PERIODE management rule, refer to the Favorites User Guide.

Expense lines can be added:

- By creating a new expense ;
- From a time block, to automatically retrieve all the fields specified in a time block and only modify the desired values;
- By duplicating an existing expense line
- By using the Smartscan.

By creating a new expense

| 1 | From the Expense reports menu, click on the + Expense button at the top right of the screen.

A form opens to add the expense.

| 2 | In the form, fill in the following fields for the expense:

Field | Description
--- | ---
Type | Fill in the first letters of the expense type and select it from the help list to associate it with the expense. This type represents the expense made: a night at the hotel, a meal at the restaurant, a highway toll, and so on. The different types can be set up in the Application Desktop. An expense report profile can be assigned to an employee. This profile is used to indicate which expense types the employee is allowed to use. This way, when the employee adds expenses, the list of expense types available is filtered.
Date | Fill in the expense date. By default, the current date is filled in.
Quantity | Fill in the quantity or the number of kilometers if the selected expense type is set up as Mileage allowances. By default, this quantity is set to 1. This field is only displayed if the Display quantity option is checked in the setup of the selected expense type.
After-tax amount | Fill in the after-tax amount of the expense. Depending on the setup of the selected expense type: a default amount can be filled in; this default amount cannot be modified.
Currency | Select the currency associated with the after-tax amount from the drop-down list. By default, the company's currency is selected.
VAT | Select the VAT code associated with the expense type from the drop-down list. The VAT amount is calculated automatically using the amount specified and is displayed in the Amount % field. Depending on the setup of the selected expense type, the VAT can be filled in by default but can still be modified. However, the VAT will not be displayed in the form if the VAT non-modifiable and not displayed option is checked in the setup of the selected expense type.
Kilometers | If the expense type is set up as Mileage allowances, fill in the number of kilometers associated with the expense.
Power | If the expense type is set up as Mileage allowances, select the vehicle's fiscal power from the drop-down list. This list only displays the fiscal powers authorized in the employee's record sheet.
Second tax | Select the code of the second tax from the drop-down list. When two tax codes are used, the amounts associated with the each tax rate must be entered manually. Example An employee adds an expense for a meal at a restaurant that amounts to 20 euros: 15 euros for the meal and 5 euros for an alcoholic drink. The first VAT code selected is 10 % and the amount specified in the associated Amount % field is "15". The second VAT code selected is 20 % and the amount specified in the associated Amount % field is "5". This field is only displayed if the expense type is set up as Restaurant / Double tax. Depending on the setup of the selected expense type, the VAT can be filled in by default but can still be modified. However, the VAT will not be displayed in the form if the VAT non-modifiable and not displayed option is checked in the setup of the selected expense type.
Guests | Fill in the first 3 letters of the invited employee. The help list is displayed automatically with the relevant employees. Select the desired employee from the help list. To add an external guest, add the guest using the First name Last name (Company) or Last name (Company) formats, then press the Enter key. If you only specify the external guest's first or last name, the missing company will be indicated with (?).
Comment | Add a comment to the expense.
Additional comment | If needed, add an additional comment to the expense.
Assignment | To add a customer and a project to the expense: In the search field, fill in the first 3 letters of the name or code of the desired customer, project, phase or sub-phase. The list automatically displays the relevant projects. This list only includes projects with a state code that enables to add expenses. Select the desired project. The Allocation field is filled in with the selected project, phase and sub-phase. The Customer field is automatically filled in with the customer associated with the allocation. Note When the allocation is filled in, the Customer field can only be modified if it is a multi-customer project.
Paid with business card | Check this box to mark the expense as "paid with a business card". The expense line will be identified by the icon.
Rebillable | Check this box if you want to rebill the expense to the selected customer.
Non-refundable | Check this box if the expense must not be refunded.
Receipt no. | Fill in the number of the receipt added to the expense.
Custom request no. | Fill in the number of the custom request associated with the expense. This field is only displayed if the expense type is set up as an expected expense type.

| 3 | In the form, add one or multiple expense receipts, for example the photo of a receipt or a proof of purchase for a train ticket. To add receipts, you can:

- drag and drop the desired receipts in the icon;
- click on to open the file explorer and select the desired receipts.

Note

If adding a receipt has been set up as required for the corresponding expense type, the expense will be checked when it is saved. If required receipts are missing, it will not be possible to complete or bill the expense report. The expenses missing a required receipt are marked by the .

Tip

The receipts added to an expense can be displayed on the left of the input form. You can therefore display the receipt while filling in the form.

| 4 | Click on Save.

The expense is created and is added to the relevant expense report in the Expense reports menu. From the Timesheets & schedules menu, the icon shows the days that include expenses.

From a time block

| 1 | To create an expense that is directly linked to a timesheet:

- From the Timesheets & schedules menu, click on the relevant time block to open the Timesheet toolbar, then click on .
- From the Activity overview menu, click on in the Actions column for the relevant line, then click on .

The expense window opens. The customer and the project filled in for the time block are retrieved automatically.

| 2 | In the window, fill in the required fields.

| 3 | Click on Save.

The expense is created and is added to the relevant expense report in the Expense reports menu. From the Timesheets & schedules menu, the icon shows the days that include expenses.

By duplicating an existing expense line

An existing expense can be duplicated to quickly create a new expense.

There are two ways to duplicate an expense line from the Expense reports menu:

- Click on the desired expense to open its form, then click on Duplicate. All the fields from the source expense are retrieved. Modify the desired information then click Save to create the new expense.
- Click on on the right of the desired expense, then click Duplicate. All the fields from the source expense are retrieved. Modify the desired information then click Save to create the new expense.

By using the Smartscan

Important

To be able to use the Smartscan, it must be active and set up from the Administration Console, and external expense types must be set up from the Application Desktop.

Akuiteo provides an Optical Character Recognition (OCR) system to simplify the process of adding expenses to an expense report. When a receipt is photographed, the characters are automatically recognized and are then added in the expense's relevant fields.

| 1 | From the Expense reports menu, click on the Smart Scan button at the top right of the screen.

| 2 | Select the desired receipt from the file explorer.

The Smartscan recognizes characters in the selected receipt. The expense is created and is added to the relevant expense report in the Expense reports menu. From the Timesheets & schedules menu, the icon shows the days that include expenses.

Important

You must check the expense created and the values detected by the Smartscan. Some values can be incorrect and others can be missing if the Smartscan was not able to successfully recognize the characters.

Managing expense reports

The Expense reports menu displays all the current, completed or validated expense reports of the connected user. Click on in the expense report's header to show all its expenses or click on to hide its expenses and only show the expense report's header.

The expense report's header includes the following information:

- The title of the expense report, with its state and when it changed to this state (for example completed on September 9, 2019).
- The different icons that represent the actions available for the expense report.
- The expense amount and the amount refunded/to be refunded. Hover over the amount area to show the amount details:
  - Total amount - Total amount of all the expenses added to the expense report
  - Non-refundable amount - Sum of the non-refundable expenses, for example expenses that were marked as non-refundable or that were denied.
  - Threshold's exceeded amount - Sum of the amounts above the threshold of the expenses with an exceeded threshold
  - Total to be refunded - Amount to be refunded to the employee

Modifying expense reports

| 1 | Click on in the desired expense report's header then click on Modify.

| 2 | Modify the Title and the Date of the expense report.

| 3 | Click on Modify to save the changes.

The expense report's title and date are modified.

Changing the employee

DMF | 190509 WEB PORTAL EXPENSE REPORTS CHANGE EMPLOYEE (THAT I MANAGE) 190510 WEB PORTAL EXPENSE REPORTS CHANGE EMPLOYEE (ALL EMPLOYEES)

By default, when a user opens the Expense reports menu, the employee linked to this user is selected in the Employee field. The expense reports displayed are the ones of the supplier linked to this employee.

It is possible to change this employee to be able to add expenses and to display the expense reports of another employee. When the employee is changed, all the rules, all the expense report profiles and all the refund thresholds are reloaded to apply the ones set up for the selected employee.

Example

A manager must add a travel expense for one employee. This manager does not have any refund threshold for travel expenses, however the employee can be refunded up to 50 euros for each travel expense.

When the manager selects the employee from the Employee field and adds a travel expense, the threshold of 50 euros will be applied.

To change the employee, select the desired employee from the Employee drop-down list, in the header of the Expense reports menu.

Click on in the Employee field to remove the selected employee.

Completing expense reports

Once all the expenses have been added to the current expense report, the employee must complete the expense report to send approval requests to the different approvers or to transfer it to the manager for validation.

Important

If adding a receipt has been configured as required for the corresponding expense types, the expense report will be checked when it is completed. If some required receipts are missing, the expense report cannot be completed.

| 1 | From the desired expense report's header, click on Complete.

| 2 | Confirm the completion.

Checks are made depending on the setup of the expense types used in the expense report. If there is no error, the expense report is completed and is displayed with the following state: completed on January 01, 2000.

The expenses associated with this expense report can no longer be modified. If the employee has made mistakes and has the required rights, the completion can be canceled by clicking on Cancel completion.

Publishing expense reports

To publish an expense report, you must previously set up report templates for expense reports.

| 1 | From the desired expense report's header, click on .

| 2 | Select the Template from the drop-down list.

| 3 | Depending on the setup of the report template, a window can open. Fill in the publishing parameters then click on Validate.

The expense report is published and saved on your computer.

Downloading linked documents

| 1 | From the desired expense report's header, click on .

A window opens with the list of documents linked to the expense report.

| 2 | Click on the desired document to download it.

Deleting expense reports

Important

Deleting an expense report and its expenses cannot be reversed and also deletes the linked documents.

Note

When an expense report is deleted, all the expenses included are also deleted.

From the Expense reports menu, click on in the desired expense report's header, then click on Delete and confirm the deletion.

Managing expenses

In the Expense reports menu, each expense corresponds to a line in an expense report.

An expense line includes the following information:

- The expense's date, type, allocation and amount (the type's label is replaced by the comment if one was added).
- The icon set up for the expense type.
- Different icons can be displayed on the left of the expense amount:
  - - When it is required to add a receipt for the expense type, this icon indicates that a required receipt is missing.
  - - Indicates the expense has one or multiple receipts, with the number of receipts showed in a badge.
  - - Indicates the expense was paid with a business card.
  - - Indicates the expense was denied.

Viewing receipts

From the Expense reports menu:

- Click on in the expense line to open the first receipt added to the expense.
- Click on the expense line to open its details, then click on the desired receipt.

The preview of the linked receipts is displayed in a separate window on the left of the expense details. The following actions are available from this window:

- View the different receipts using the left and right arrows.
- Download the receipts.
- Zoom in and zoom out on a receipt.
- Rotate the document preview to the left .
- Delete a receipt.

Click on to close the preview window.

Finishing incomplete expenses

When an expense is created from the portal, all the fields required to create this expense must be filled in to be able to validate this creation.

However, when an expense is added from the Akuiteo Mobile application, it can be created even if some required fields are left empty. In this case, incomplete expenses can be finished directly from the mobile application, but it can also be done from the Expense reports menu of the portal's Employee module.

Reference

For more information about using the Akuiteo Mobile application, refer to the Akuiteo Mobile General guide.

For the incomplete expenses, the allocation is replaced by a red text indicating the missing fields. Click on the expense line to open the input form, fill in the fields needed then click Save.

Modifying expenses

The expenses added can be modified at any time as long as they are included in a current expense report. When the expense report is completed, the expenses can no longer be modified.

To modify an expense from the Expense reports menu, click on the desired expense line.

Moving expenses

Important

This feature is only available if the NDF_PAR_PERIODE management rule is active.

An expense can be moved from a current expense report to another one, for example if there was a mistake on the expense date or if an expense must be included in another expense report.

| 1 | Click on in the desired expense line, then click Move.

A window opens with the list of all the current expense reports of the connected user.

| 2 | Modify the expense date so it matches the expense report where the expense will be moved.

| 3 | Select the expense report where the expense must be moved or click on New expense report to directly create a new expense report.

| 4 | Click on Move.

The expense is moved to the selected expense report, at the date specified.

Resuming or discarding expenses

The expenses in an expense report can be denied by an approver. The approved expenses are refunded but the denied expenses are not taken into account in the total refunded amount of the expense report.

The line of a denied expense is displayed in red with the icon.

#### Resuming an expense

A denied expense can be resumed, that is to say the expense will be added to the latest current expense report. The employee can then modify the information needed and submit the expense again so it can be refunded.

| 1 | Click on in the denied expense line, then click Resume.

| 2 | Confirm.

The expense is added to the latest current expense report.

#### Discarding an expense

A denied expense can be discarded, that is to say the employee agrees with the expense's denial and that it will not be refunded.

| 1 | Click on in the denied expense line, then click Discard.

| 2 | Confirm.

The expense is still denied but it can no longer be resumed.

Deleting expenses

Important

Deleting expenses cannot be reversed and also deletes the linked documents.

The expenses added can be deleted at any time as long as they are included in a current expense report. When the expense report is completed, the expenses can no longer be deleted.

From the Expense reports menu, click on in the desired expense line, then click on Delete and confirm the deletion.