Enter an expense report

Related module:

In this article:

• Create a new expense report
• Expense report properties
• Enter expenses
• Submit the expense report for approval

Create a new expense report

You can create a new expense report from two places:

• The home page
• The 'My expense reports' menu

The home page

• Click 'New expense report':

OR

The 'My expense reports' menu

Access: Expense Reports > My Expense Reports

• Click 'New Expense Report'

Expense report properties

The left side of the screen allows you to add different expenses, and the right banner allows you to modify the expense report settings.

Change the period

You can easily modify the period of your expense report by clicking on the month next to your name:

By default, the period is preset to the current month.

Other properties

By clicking on the label in the right banner, you can modify (depending on your permissions):

• The expense report profile
• The label
• The period
• The reference
• The expense report type (if configured)
• The currency
• Enable / disable automatic receipt recognition

In this right banner, several features are also accessible.

Allows you to attach a receipt for the expense report as a whole (it is also possible to add a receipt per expense).

Allows you to manage print options and then print the expense report if needed.

By clicking this button, the icon allowing you to duplicate the expense report appears:

Allows you to delete the expense report (depending on granted permissions).

Enter expenses

In the 'New expense' window:

• Select the expense type
• Add a receipt:
  • click on the paperclip to browse and select an attachment: the receipt is displayed on the screen.
  • on the mobile version, you can take a picture of your receipt directly by clicking on the 'camera' icon
• OCR (automatic data recognition) is triggered, unless it has been disabled, and certain fields of the expense are automatically populated: you can zoom in using the mouse cursor to facilitate data entry

• Enter the date of the expense
• Enter the expense label
• enter the total amount incl. VAT of the expense, as well as the VAT amounts
• Enter a comment (optional)
• Enter the 'receipt reference': the receipt number, to facilitate accounting reconciliation (50 characters maximum).
• If it is a catering expense, fields dedicated to potential internal or external guests will appear
  • enter the names of your guests
• Select the payment method: the different available methods come from the employee's employee record (for example: personal, corporate card, etc.)
• If analytical management is enabled, enter the axis (for example, client or project)
• Still within project or analytical management, check the 'Rebillable' box used to identify expenses that can be charged to a third party (a client, a budget, for example)
• Click the 'Save' button: the expense is saved and the software is then ready to enter the next expense directly

Submit the expense report for approval

• To add a comment for the approving managers, click on the boxed speech bubble below to display the input field

• Click the 'Submit for approval' button

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