Specifying an expense

If you want to add a receipt to the expense, tap the camera at the top of the form, then select:

• Take a photo voucher to directly take a picture of the receipt
• Select an existing one to open your phone gallery and select an existing picture

You can add as many receipts as necessary. Slide to the left or to the right to see added receipts.

Select 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.

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.

• UNIT: The amount of the expense is Qty * 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: 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.

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 in the expense type setup, this field is only displayed if the UNIT amount option is selected in the expense form.

Specify the quantity of the expense.

By default, the quantity specified is 1. If the expense type is Toll, this value cannot be modified.

If the expense type is Mileage allowances, the field cannot be modified.

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 in the expense type setup, this field is only displayed if the TOTAL option is selected in the expense form.

Specify the number of parts of the expense.

Specify 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.

When the TOTAL option is checked, specify the total amount paid for the expense.

Specify the after-tax amount of the expense.

Depending on the setup for the relevant expense type:

• a default amount can be filled in;
• this default amount cannot be modified.

Select the currency associated with the after-tax amount of the expense from the drop-down list.

By default, the company's currency is selected.

If the expense currency differs from the company currency, the exchange rate is applied according to the following priority:

1. Exchange rate corresponding to the expense date (Desktop Application > Tools > Setup > General setup > Currencies > Currency coding then Edit > Exchange rates).
2. Fixed rate of the currency if no exchange rate is set up (Desktop Application > Tools > Setup > General setup > Currencies > Currency coding , then Fixed rate for the currency field).

The rate taken into account must not be null.

This field is hidden if the expense type is Mileage allowances.

Specify a text in each address field to search the departure and arrival addresses. The address suggested by the Place Autocomplete API is displayed automatically under the address field. Touch the result to specify the relevant address.

This action allows the Distance Matrix API to calculate the Kilometers number.

To reverse the departure and arrival addresses, touch or on the right of the Departure address or Arrival address field.

This field is only displayed if the expense type is Mileage allowances.

Select the employee's vehicle.

The help list displays vehicles linked to the employee and the selected type.

This field is only displayed if the expense type is Mileage allowances.

Specify the number of kilometers associated with the mileage expense.

Calculate the kilometers thanks to the Distance Matrix API

Touch to automatically specify and calculate the number of kilometers thanks to the Departure address and the Arrival address.

Several choices are available:

• Calculate by including toll booths and highways;
• Calculate by avoiding toll booths and including highways;
• Calculate by avoiding highways and including toll booths;
• Calculate by avoiding toll booths and highways.

If the Do not allow free input of kilometers is checked in the expenditure type setup, the Kilometers field cannot be manually specified and can only be specified by clicking on .

This field is only displayed if the expense type is Mileage allowances.

Display the number of kilometers traveled by the employee.

It matches the total of km specified on the current expense and the total of km traveled by the employee:

• with the Vehicle specified;
• on the expense type specified;
• on the year date of the expense;
• on the company used for connection.

This field is only displayed if the expense type is Mileage allowances.

Displays the calculated amount matching the total amount of the current expense and the mileage expenses already inputted by the employee:

• with the Vehicle specified;
• on the expense type specified;
• on the year date of the expense;
• on the company of the employee.

This field is only displayed if the expense type is Mileage allowances.

Displays the amount already reimbursed matching the total amount of mileage expenses already inputted by the employee:

• with the Vehicle specified;
• on the expense type specified;
• on the year date of the expense;
• on the company of the employee.

This field is only displayed if the expense type is Mileage allowances.

Displays the amount to reimburse matching the amount of the current expense. It is calculated according to the following formula:

Calculated amount - Amount already refunded

This field is only displayed if the Display additional comment option is checked in the setup of the selected expenditure type.

If needed, add an additional comment to the expense.

If the expense type requires to add guests, add the employees or external guests associated with the expense.

Tap on the right of the field, then specify the first 3 letters of the guest employee. The list of relevant employees is automatically displayed. You can therefore select the desired employee.

To add an external guest, directly specify the guest name as follows: First name Last name (Company) or Last name (Company), then tap ADD.

If the expense type type is Mileage allowances, the VAT 1 field is not displayed.

Select the VAT code associated with the expense type from the drop-down list.

If a single VAT rate is used, the VAT amount is automatically calculated based on the specified amount and is displayed in the Amount % field. Depending on the setup of the relevant expense type, the VAT rate can be specified 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 specified in the Amount % field.

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 specify 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 specified by default but can still be modified. You can also specify a 0% rate or delete the code if it is not relevant.

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 drop-down list. When multiple VAT rates are used, you must manually specify 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 specified by default but can still be modified. You can also specify a 0% rate or delete the code if it is not relevant.

This field is only visible if the Include an amount non-submitted to the VAT option is checked for this type of expense.

Specify the amount non submitted to the VAT for your expense line, if needed.

To add a customer to the expense, tap the field and specify the first 3 letters of the customer's code or name in the search field. The list of relevant customers is automatically displayed. You can therefore select the desired customer.

If a client by default is defined in the Default allocation field of the employee's record sheet, it is filled automatically (see Specifying general information and contact details).

To add an assignment to the expense, tap the field and specify the first 3 letters of the project's / phase's /sub-phase's code or name in the search field. The list of relevant projects is automatically displayed. This list only includes projects with a state code that allows expenses input. You can therefore select the desired project.

If a project / phase / sub-phase is defined in the Default allocation field of the employee's record sheet, it is filled automatically (see Specifying general information and contact details).

This option is only displayed if the Rebillable displayed option is checked in the setup of the selected expenditure type.

Activate this field if you want to be able to rebill the expense to the selected customer.

This box cannot be checked or unchecked if the Non-refundable / Non-modifiable option is checked in the setup of the expense type.

Enable this field if the expense must not be refunded.