Expense reports

DMF	1905** WEB PORTAL EXPENSE REPORTS *

Important

This feature requires the following feature flag: Portail Collaborateur domain > Employee Expenses label.

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 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 managed from the Employee module > Expense reports menu. It is also possible to add expenses from the timesheets and schedules.

Adding expenses to an expense report

DMF	190502 WEB PORTAL EXPENSE REPORTS MODIFY

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.

Reference

For more information about the setup of the NDF_PAR_PERIODE management rule, refer to Managing expense reports monthly or weekly.

Reference

This documentation is about the global management of expense reports.

For more information about mileage allowances expenses, refer to Managing mileage allowances.

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

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

From the form, specify the information:

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. 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 about expense report profiles, refer to Defining an expense report profile.
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 that case, check one of the two following options: Unit price: 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.
Date	Enter the expense date. The current date is filled in by default.
Quantity	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 Unit amount option is selected. Specify the quantity. By default, that quantity is 1. If the expense type is Toll, this value cannot be modified.
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, this field is only displayed if the Total amount option is selected. Specify the number of parts of the expense
Power	If the expense type type is Mileage allowances, select the fiscal power of the vehicle from the drop-down list (except if the Puissance Fiscale Par Vehicule feature flag is enabled). This list only displays the fiscal powers authorized in the employee's record sheet.
After-tax amount	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. When the Total amount option is checked, specify the total amount paid for the expense.
Currency	Select the currency associated with the after-tax amount of the expense from the drop-down list. By default, the company currency is selected. This field is hidden if the expense type is Mileage allowances.
VAT	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 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. They select a first VAT code at 10% and enter 1.36 in the associated Amount % field. Then, they select the second VAT code at 20% and enter 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 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 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. They select a first VAT code at 10% and enter 1.30 in the associated Amount % field. Then, they select the second VAT code at 10% and enter 1.65 in the associated Amount % field. Finally, they select the third VAT code at 5.5% and enter 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.
Guests	This field is only displayed if the expense type has the Guests required box checked. 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	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.
Customer and project	Specify the Customer and timesheet fields: Project Phase Sub-phase Task If a customer and a project/phase/sub-phase are specified in the Default assignment field of the employee recordsheet, they are automatically specified (see Entering general information and contact details). To quickly specify the project, click on next to the Customer field in order to open the search field and select a task. If the customer is already specified, tasks available in the search are filtered according to this customer.
Custom request	This field is only displayed if the expense type is set up as an expected expense type. Fill in the number of the custom request associated with the expense.
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	This option is only displayed if the Rebillable displayed option is checked in the setup of the selected expenditure type. 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.
Voucher No.	This field is only displayed if the Display receipt number is checked on the expense type. Fill in the number of the receipt added to the expense.

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 on 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, a check is made when saving the expense. If required receipts are missing, it will not be possible to complete or bill the expense report. The expenses missing a required receipt are identified with the icon.

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.

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

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

From the Timesheets & schedules menu, click on from the relevant time block then click on New expense.
From the Activity overview menu, click on in the Actions column for the relevant line, then click on New expense.

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

In the window, fill in the required fields.

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

DMF	190507 WEB PORTAL EXPENSE REPORTS DUPLICATE EXPENSE REPORT

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

At the right of the desired line in List view, click on

All the fields from the source expense are retrieved.

Modify the desired fields then click on Save.

The new expense is created.

By using the Smartscan

DMF	190513 PORTAIL NOTES DE FRAIS OCR

Prerequisites:

The Smartscan must be enabled and set up from the Administration console (see Configuring OCR).
External expense types must be set up from the Desktop Application (see External expense types).

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.

From the Expense reports menu, click on the Smart Scan button at the right of the search field.

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 information in the created expense as well as 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 according to the search made.

From the List view, click on in the expense report header to show all the expenses list or click on to hide the expenses list and only show the expense report header.

The expense report header includes the following information:

The Expense report label with the status and the associated date (for example Expense report terminated on September, the 9th 2023).
The date and the expense report title.
The expense report number.
Different icons that represent the actions available on the expense report.
The expense amount and the amount refunded/to be refunded. Hover over this area to show the amount details:
- Total expense: Total amount of all expenses entered in the expense report.
- Total card amount - If the employee uses a business card with the Business account debit type set up from the employee record sheet, the expenses paid by business card will not be refunded to the employee. The amount of expenses paid by business card is displayed in the Paid by card field, in the expense report header. Hover over to show the amounts details; the amount paid by business card is also indicated in the Total card amount.
- Including card amount - If the employee uses a business card with the Resource account debit type set up from the employee record sheet, the expenses paid by business card will be refunded to the employee. In this case, when you hover over to access the amounts details, the Including card amount indicates the amount of expenses paid by business card, this amount being included in the Total to be refunded. The amount of expenses paid by business card is displayed in the Paid by card field, in the expense report header.
- 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 an expense report

DMF	190502 WEB PORTAL EXPENSE REPORTS MODIFY

In List view, click on

in the expense report header then on Modify.

Modify the Title and/or the Date of the expense report.

Click on Modify.

The expense report title and date are modified.

Completing expense reports

DMF	190505 WEB PORTAL EXPENSE REPORTS COMPLETE EXPENSE REPORT 190506 WEB PORTAL EXPENSE REPORTS CANCEL EXPENSE REPORT COMPLETION

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 was set up as required for one or multiple of the expense types used in the expense report, there is a check during the completion. The expense report cannot be completed if some of the required receipts are missing.

From the header of the expense report in List view, click on Complete.

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 190506 DMF, the completion can be canceled by clicking on Cancel completion.

Publishing expense reports

Prerequisite: At least one Expense reports or List of expense reports report template type must be set up.

Note

Printing can only be done from the List view.

From the header of the desired expense report in List view, click on

on the right.

Select the printing Template in the drop-down list, then choose the printing format.

The formats available depend on the report templates set up from the Desktop Application.

Check the Include receipts box if you want to include the receipts linked to the expense report in the printed document.

Click on Validate.

The expense report is published and saved on your computer.

Managing linked documents

DMF	2901** MAIN PORTAL DOCUMENTS * 290101 MAIN PORTAL DOCUMENTS DROP DOCUMENT 290102 MAIN PORTAL DOCUMENTS MODIFY 290103 MAIN PORTAL DOCUMENTS DELETE

In the header of the expense report in List view, click on the icon allows you to display the documents and receipts linked to an expense report.

Click on the

icon in the header of the expense report to add a linked document.

Drag and drop the document to link in the Add document / URL area.

The document is linked to the expense report.

It is also possible to make several actions from the linked documents list, by clicking on the icon next to the desired document:

Download - Allows you to download the document on the computer. This option is only available if the document is not a hypertext link. The document can also be downloaded directly by clicking on the name of the document if it is not an image, a PDF or a hypertext link.
Open link - Allows you to open the hypertext link in a new tab. This option is only available if the document is a hypertext link.
Unlink - Allows you to remove the document from the issue. The document is no longer linked to the issue but the document's record sheet associated is kept in Akuiteo. Unlinking a document requires the 290102 MAIN PORTAL DOCUMENTS MODIFY DMF.
Delete - Allows you to delete the document. The document record sheet associated is also deleted from Akuiteo. Deleting a document requires the 290103 MAIN PORTAL DOCUMENTS DELETE DMF.

Expense reports

Resuming an expense

Discarding an expense