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.

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	Specify 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
Departure Address and Arrival address	Important These fields are only shown if the following conditions are met: Google APIs are set up from the Administration console. The Calculate number of kilometers with Google APIs option is checked in the expenditure type setup. 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. Click on 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, click or on the right of the Departure address or Arrival address field.
Kilometers	Specify the number of kilometers related to the expense. Calculate the kilometers thanks to the Distance Matrix API Important This feature is only available if the following conditions are met: Google APIs are set up from the Administration console. The Calculate number of kilometers with Google APIs option is checked in the expenditure type setup. Click 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 . Note The Kilometers field is emptied automatically when the Departure address or Arrival address is modified.
Vehicle	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.
Total km traveled	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.
Calculated amount	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. Reference For more information about rated horsepower, refer to Fiscal powers. Note In case of change to a superior threshold on the expense report, that change is reflected in the amounts only after completing the expense report.
Amount already refunded	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.
Amount to refund	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
Amount (inc. VAT)	This field is hidden if the expense type is Mileage allowances. 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 amount option is checked, specify the total amount paid for the expense.
Currency	This field is hidden if the expense type is Mileage allowances. 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: Exchange rate corresponding to the expense date (Desktop Application > Tools > Setup > General setup > Currencies > Currency coding then Edit > Exchange rates). 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.
VAT	This field is hidden if the expense type is Mileage allowances. 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.
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 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. Example An employee specifies 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 specify 1.36 in the associated Amount % field. Then, they select the second VAT code at 20% and specify 0.83 in the associated Amount % field.
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 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. Example An employee specifies 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 specify 1.30 in the associated Amount % field. Then, they select the second VAT code at 10% and specify 1.65 in the associated Amount % field. Finally, they select the third VAT code at 5.5% and specify 0.56 in the associated Amount % field.
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. Specify 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 Enter. 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 Specifying 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	This option cannot be checked or unchecked if the Non-refundable / Non-modifiable option is checked in the setup of the expense type. Check this box if the expense must not be refunded.
Voucher #	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.

Adding expenses to an expense report

Calculate the kilometers thanks to the Distance Matrix API