The expense reports

Prerequisites:

• Before creating new expense reports, you must set up some data from Tools > Setup > General setup > Expense reports.
• Expenses are entered one at a time in expense reports. Information about the company must be updated before creating an expense report. If not, the user may end up having one or several expense reports with errors that cannot be modified.

1

Go to My Akuiteo > My expense reports > .

2

In the expense report creation screen, enter the mission number that generated the expenses and enter the expense report creation date.

3

Click on on the right of the screen to display text fields.

4

Enter the following information:

Expense date	Enter the expense date. The current date is filled in by default.
Expense type	Enter the expense type. This type represents the expense made: a night at the hotel, a meal at the restaurant, a highway toll, and so on. Reference For more information about the type expense setup, see Expense types. 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. Reference For more information, refer to Defining an expense report profile.
X guest(s)	If the expense type requires to add guests, add the employees or external guests associated with the expense. To add guests: Click on the field to open the window used to add guests. Select the type of guest to add: Employee: The Last name help list displays employees created in Akuiteo. Other guest: Specify manually the Last name, First name and Company of the guest. Click on + to add a guest to the table. Add as many other guests as you want. To remove guests, select one or multiple guests and click on -. Click on Ok to confirm the guests.
Currency	Specify the currency code in which the expense was made. By default, the currency is the default one. This field is hidden if the expense type is Mileage allowances.
Amount category	This field is only displayed if the Unit or total amount input for expenses option is checked in the setup of the selected expenditure type. In this case, the employee can choose between two options: Unit amount: The amount of the expense is quantity * After-tax amount. It is the basic behavior. The VAT is the total amount calculated for the expense. For more information, refer to Quantity. Total amount: The amount of the expense is the total amount specified. The unit amount of a part is the After-tax amount / Number of parts. The VAT is the total amount of the expense. For more information, refer to Number of parts.
Amount (inc. VAT)	Enter the after-tax amount of the expense. Depending on the expense type setup: a default amount can be filled in; this default amount cannot be modified. This field is hidden if the expense type is Mileage allowances.
Quantity	Specify the quantity of the expense report. This field is only displayed if the Display quantity option is checked in the setup of the selected expense type. When the Unit or total amount input for expenses box is checked, this field is only displayed if the Unit amount option is selected. If the expense type is Toll, the Qty is always forced to 1 when saving the expense report. Reference For more information about the type expense setup, see Expense types. This information is retrieved to automatically fill the amounts fields.
Number of parts	Specify the total amount paid and the number of parts for the expense report. This field is only displayed if the Display quantity option is checked in the setup of the selected expenditure type. When the Unit or total amount input for expenses box is checked, this field is only displayed if the Total amount option is selected. Reference For more information about the type expense setup, see Expense types. This information is retrieved to automatically fill the amounts fields.
Currency	Select the currency associated to the expense amount. By default, the company's currency is selected. This field is hidden if the expense type is Mileage allowances.
Power and km / Total	If the expense type type is Mileage allowances, these fields are displayed. A price is associated with each horsepower (amount per km, in the reference currency). Example Goal: Automate the label of an expense report line about mileage allowances You need to set up the Toll charge between cities and the Distance between cities from Tools > Setup > General setup to automatically update the label of an expense report's line with the following structure when selecting an expense type: If Distance between cities Round-trip => "Outward and Return Travel:" + CityA + "-" + CityB Outward => "Single Travel:" + CityA + "-" + CityB If Toll charge between cities Round-trip => "Outward and Return Toll:" + CityA + "-" + CityB Outward => "Single Toll:" + CityA + "-" + CityB
Customer	Specify the customer related to the expense. If a client by default is defined in the Default allocation field of the employee's record sheet, it is specified automatically (see Entering general information and contact details).
Project/Phase/Sub-phase	Specify the project/phase/sub-phase to charge the expense on a specific project. If a project/phase/sub-phase is defined in the Default allocation field of the employee's record sheet, it is specified automatically (see Entering general information and contact details).
Custom request	Specify the custom request related to the expense.
Comment	Add a comment to the expense.
Comment (continued)	This field is only displayed if the Display additional comment option is checked in the setup of the corresponding expense type. Specify additional comment about the expense.
VAT	Select the VAT Code corresponding to the expense type from the help list. If a single VAT rate is used, the VAT amount is automatically calculated based on the entered amount and is displayed in the Amount field. Depending on the setup of the relevant expense type, the VAT rate can be entered 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 relevant expense type. If multiple VAT rates are used, the amount of the first VAT rate must be manually entered in the Amount field. If the expense type type is Mileage allowances, the VAT field is not displayed.
VAT 2	This field is only displayed if the expense type is set up as Restaurant / Triple VAT. Select the code of the second VAT rate from the drop-down list. When multiple VAT rates are used, you must manually enter the amount associated with each VAT rate in the Amount % field. Depending on the setup of the relevant expense type, the VAT rate can be entered by default but can still be modified. You can also enter a 0% rate or delete the code if it is not relevant. Example An employee enters an expense of 20 euros for a meal at a restaurant: 15 euros for the meal; 5 euros for an alcoholic drink. He selects a first VAT code at 10% and enters "1.36" in the associated Amount field. He then selects the second VAT code at 20% and enters "0.83" in the associated Amount field. If the expense type type is Mileage allowances, the VAT 2 field is not displayed.
VAT 3	This field is only displayed if the expense type is set up as Restaurant / Triple VAT. Select the code of the third VAT rate from the help list. When multiple VAT rates are used, you must manually enter the amount associated with each VAT rate in the Amount field. Depending on the setup of the relevant expense type, the VAT rate can be entered by default but can still be modified. You can also enter a 0% rate or delete the code if it is not relevant. Example An employee enters an expense of 35 euros for a meal at a restaurant: 14.30 euros for a takeaway meal; 9.90 euros for an alcoholic drink; 10.80 euros for snacks. He selects a first VAT code at 10% and enters "1.30" in the associated Amount field. He then selects a second VAT code at 20% and enters "1.65" in the associated Amount field. Finally, he selects a third VAT code at 5.5% and enters "0.56" in the associated Amount field. If the expense type type is Mileage allowances, the VAT 3 field is not displayed.
Amount non submitted to the VAT	This field is only visible if the Include an amount non-submitted to the VAT option is checked for this type of expense. Enter the amount non submitted to the VAT for your expense line, if needed.
Rebillable	Enable this field if you want to be able to rebill the expense to the selected customer. The option is hidden if "Rebillable" displayed is unchecked in the expense type setup.
Non refundable	Enable this option if the expense must not be refunded.
Saved details relating to this line	Check the boxes if you want to keep the information on the line being specified when creating a new line on the expense report. This option will make it easier to create a new expense if it is similar.
Business card	Enable this field to mark the expense as "paid with a business card". The expense line will be identified by the icon.
Voucher #	Fill in the number of the receipt added to the expense.

5

Drag and drop a receipt or an invoice in the screen to add it to the expense report. The Linked documents tab is displayed with the receipt. You can also add a receipt from a Document record sheet, via Tools > New document > Document of linked management > > Link an expense report.

6

Click on at the top right of the screen to save the expense line.

7

Save the 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, then a new expense report is automatically created. If an expense report is already in progress, the expense line is added to the current expense report's lines.

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

When an employee creates a new expense report, the Denied expenses tab can be displayed if one or multiple expenses entered in the previous expense reports were denied. When an employee completes an expense report, it is sent for approval to the designated approvers. These approvers can deny some expenses and still approve the other expenses of the expense report. These denied expenses can be found in the Denied expenses tab of the employee's current expense report.

The Denial reason column shows the denial reason entered by the approver.

The following actions are available to manage denied expenses:

• Click on and confirm to add the denied expense to the current expense report. The expense is identically retrieved, including receipts, and added to the expense list of the Expense report tab. The Denial reason column indicates that the expense was denied in a previous expense report.
• Click on and confirm to discard the denied expense. The expense line is deleted from the Denied expenses tab. This action ensures the employee is aware of the expense being denied: in the original expense report, the denied expense is marked as read and the date is mentioned in the Read column.

Once an employee creates and saves an expense report, it must be completed to be then sent for validation to the line manager.

The expense report is completed. Depending on the setup, the expense report will be sent for approval to the different approvers so they can approve the expense report or deny expenses as needed.

If you think you made an error during the input, you can correct it by clicking on Edit > Cancel completion.

It is possible to complete multiple expense reports at once. When multiple expense reports are completed at once, the requests for approval are generated for each expense report. If approvals have not been set up for expense reports, this completion will send the reports for validation.

You can access this option via:

• Management > Purchases > Expense report, from the search results;
• or My Akuiteo > My expense reports.

1

Select the expense reports to complete.

2

Click on in the action bar or right-click on the selected lines and choose Complete multiple expense reports.

3

Confirm the completion.

The selected expense reports are completed. If approvals have been set up, the expense reports will be sent to the different approvers so they can approve them or deny expenses if needed.

According to the approval setup, when the expense report is completed, the expenses or the expense report must be approved by one or more approvers. In this case, this step is required so the expense report or the expense can validated. When the expense report or the expense is approved, it means the approve has verified it and the employee manager can then validate it.

When the approver denies the expense report or the expense, the employee can correct its expense and terminate it. It must be approved by the relevant approvers.

Approvals are not required for expense reports. If nothing is set up, an expense report can still be validated or denied without going through the approval process.

In the approvals process, two types of approval exists for the expense reports:

• Approval per Document: the approval request is about the whole expense report created by the employee. An approver must approve or deny the whole expense report.

• Approval per Line: The approval request is about each expense line created by the employee in the expense report. An approver must approve or deny each expense line.

An expense report or an expense can be approved or denied in the following places:

• From an expense report ;
• From My approvals ;
• From the approvals dashboard.

From an expense report

Per unit

1

Go to the Approvals tab of the expense report.

2

On the desired line, click on:

• to approve the expense report or the expense;
• to deny the expense report or the expense.

3

Specify a comment then confirm the action.

The expense report or the expense is approved or denied.

Approval or a denial can be canceled by clicking on from the line.

Several expenses

1

Go to the Approvals tab of the expense report.

2

Right-click on an expenses selection then click on:

• Approve the selected lines to approve the expenses;
• Deny the selected lines to deny the expenses.

3

Specify a comment then confirm the action.

The expense report is approved or denied.

Approval or a denial can be canceled by clicking on from the concerned line.

From My approvals

1

Go to My Akuiteo > My approvals, then filter the desired expense reports or expenses.

2

On the desired line, click on:

• to approve the expense report or the expense;
• to deny the expense report or the expense.

3

Specify a comment then confirm the action.

The expense report or the expense is approved or denied.

Approval or a denial can be canceled by clicking on from the line.

From the approvals dashboard

1

Go to Dashboard > Approvals and search the expense reports or expenses to approve.

2

On the desired line, click on:

• to approve the expense report or the expense;
• to deny the expense report or the expense.

3

Specify a comment then confirm the action.

The expense report or the expense is approved or denied.

Approval or a denial can be canceled by clicking on from the line.

Prerequisites:

• The expense report must not be validated.
• The expense must neither be approved nor denied.

In the expense type setup, a threshold by expense and/or a daily threshold can be specified (see Setting up refund thresholds). When this threshold is exceeded on an employee's expense, the amount past the threshold is not refunded.

If needed, the threshold by expense can be increased on an exceeded expense in order to allow the refund beyond the threshold.

Once the employee completes the expense report, the person in charge of validation must check whether the expense report is valid or not.

• If it is valid, click on Edit > Validate expense report.
• If it is not valid, click on Edit > Reject the expense report.

In both cases, a comment window is displayed to enable you to explain the validation or rejection.

You can manage the right to validate an expense report that has not yet been completed. To do so, you must use the DMF 041527 PURCHASES EXPENSE REPORTS VALIDATE NON-COMPLETED EXPENSE REPORT to enable or block the validation of expense reports from the Customer Portal and/or the Desktop Application.

When the approvals are set up for expense reports, you can force the validation of an expense report if the approvers cannot carry forward with the approval process. To force the validation of an expense report, the DMF 041541 PURCHASES EXPENSE REPORTS FORCE VALIDATION must be enabled. If an expense report has pending approvals and a user with the appropriate right click on Validate expense report, a confirmation message will be displayed to warn that the pending approvals will be deleted.

Multiple expense reports can be validated at once if the person in charge of the validation wants to do so in a single click.

When the approvals are set up for expense reports, you can force the validation of expense reports if the approvers cannot carry forward with the validation process. To force the validation of an expense report, the DMF 041541 PURCHASES EXPENSE REPORTS FORCE VALIDATION must be enabled.

You can access this option via:

• Management > Purchases > Expense report, from the search results;
• or My Akuiteo > My expense reports.

1

Select the expense reports to validate.

2

Click on in the action bar or right-click on the selected lines and choose Validate in batch.

3

In the validation screen, click on Start validation. If there are pending approvals for one or multiple expense reports, confirm the deletion of these approvals to be able to validate.

The selected expense reports are validated.

The expense report has been validated. It can now be billed and thus be turned into a purchase invoice. Denied expenses are not taken into account in the purchase invoice.

The expense report now contains a direct link to the purchase invoice. Similarly, the purchase invoice also contains a hyperlink to the expense report.

You can also bill several expense reports at once from Edit > Bill by batch.

When you right-click on an expense report line, the following actions are available:

Specific cases

• If the option Receipts required is enabled for some of the expense types used in the expense report, make sure these expenses have receipts. If a receipt is required for an expense type, the expenses associated with that type will be checked. Billing will be impossible if a required receipt is missing.
• If the Generating original PDF option is selected for expense reports in the original PDFs setup, a PDF is generated using the selected report template and is marked as Original during billing.
• If the Lock other linked documents box is checked for expense reports in the original PDFs setup, all the receipts linked to the expense report are now locked. These receipts can only be modified or deleted by users with the DMF 100122.
• If the Check existence of original PDF option is selected for expense reports in the original PDFs setup, a check is performed during billing. If there is no original PDF, the expense report cannot be billed.

Multiple expense reports can be billed at once if the person in charge of billing wants to do so in a single click.

You can access this option via:

• Management > Purchases > Expense report, from the search results;
• or My Akuiteo > My expense reports.

1

Select the expense reports to bill.

2

Click on in the action bar or right-click on the selection and choose Bill and print multiple expense reports.

3

Fill in the relevant fields in the window that displays. These fields are the same as for Billing an expense report.

4

Click on Billing multiple expense reports.

All selected expense reports are billed.

From the Edit menu of an expense report, you can:

• modify the expense report;
• delete the expense report;
• print one or several expenses in PDF format or send them by email. You can also print multiple expense reports at once;
• cancel an expense report: when you cancel an expense report with errors, the linked invoice is also neutralized (invalidation or reversed entry generated).

Note that this feature only applies to the following cases:

• the expense report is marked as billed;
• the purchase invoice is marked as booked;
• an accounting entry has been generated;
• the purchase invoice and the expense report are charged on the current accounting period;
• the expense report has not been paid and the payment is not pending.

To be able to use this feature, the DMF 041528 PURCHASES EXPENSE REPORTS CANCEL must be enabled.

To display the list of all the expense reports entered by the connected user:

• Click on My Akuiteo > My expense reports. The list of all the user's expense reports is displayed.

From this screen, you can open an existing expense report or create a new one by clicking on in the result list.