When an Expense Report has been completed, the staff person submits it for approval. Each person has a time sheet and an Expense Report approver setup on their employee record Billing Info tab. Once an Expense Report has been approved, you can specify a user (typically someone in accounting) to be notified of the approved Expense Report.

Setup For Expense Reports

While there are defaults already in place for use with Expense Reports, there are a few settings you can adjust to meet your business needs.

Transaction Preferences

From Menu > Admin > System Setup > Account Information > Transaction Preferences, you can determine what the number convention will be, who should be notified when any expense report is approved, along with a few other options.

NOTE: If "Notify When Approved" is left blank, then it will send an email to the employee of the expense report.

Expense Report Items

Expense Report use their own list of items that are separate from your Purchase Items.

To access this list of item, go to Menu > Admin > System Setup > Purchasing > Expense Report Items.

While these items are separate, you can however budget for these types of expenses on projects from the expense lines on Estimates.

Employee Setup

If you plan on reimbursing your employees for out of pocket expenses tracked using the Expense Report feature, you will need to ensure the following:

• The employee record is linked to a Vendor.

Add New Expense Report

Menu > Expense Reports > New

On the main screen, the window starts up with the bottom panel minimized. You can expand this window to enter transactions either through the grid or through the entry form below.

Adding an Attachment to an Expense Report: You can upload a file to the individual line items by opening the Detail line and clicking on Attachments: this will provide a icon to upload the appropriate file. NOTE: you must first add the expense line to the report and SAVE in order to make the available for uploading an attachment.

NOTE: If you are using the Workamajig hosted solution, the file will count towards your allocated file storage.

Create Vendor Invoice

NOTE: This step assumes the expense report has been approved.

The system then allows you to create a vendor invoice directly from the approved Expense Report. The system uses Expense types to determine which general ledger account should be used when creating the vendor invoice. When the vendor invoice is created, the system uses the vendor ID on the employee record. A staff person may also enter a separate Expense Report for a Company Credit Card and choose the Credit Card Vendor ID instead of his own.

When Vendor Invoices are created from expense reports, the vendor invoice will be created with the same number used by the expense report to quickly differentiate expense report vouchers vs normal vendor voucher ( ex. expense report number>>EXP-1001; converted voucher number>>EXP-1001).

NOTE: A vendor invoice is created for each combination of company that is included in the details. The system looks at the projects tied to the receipts and determines how many GL Companies are involved. The system also takes into account the GL Company on the employee record for entries with no project. One vendor invoice per company is created regardless if it has a project on it or not.

Once an expense report is converted to a Vendor Invoice

• One Vendor Invoice line is created per expense receipt line with the project, task, office, department and item.
• The expense report is no longer visible on the budget analysis.
• The expense receipt can no longer be billed if it has not been billed yet.
• If the expense receipt has been billed, the vendor invoice line will be marked as billed so that it does not get double billed. Should you delete the client invoice, the vendor invoice will get unmarked as billed and you can then bill the vendor invoice line.

NOTE: When an Expense Report is entered into the system and applied to a specific project and task, the system records this as a project Expense. Therefore when the vendor invoice is created from an Expense Report, the vendor invoice will NOT have a project or task on any of the line items. The purpose of the vendor invoice is simply to create the record to pay the staff person and record the Expenses on the Expense Report to the proper general ledger expense accounts.

The Expense Report has already taken care of recording each individual expense onto a project. It is important not to add the project or task information to a vendor invoice which is created from an Expense Report, since doing this will duplicate the cost on the project.

Resources

Today Purchasing

Expense Reports