allocating expenses expenses.pdf · to charge all expenses on this report to the same account(s)....

Allocating Expenses

1Allocating Expenses

Create Report Header Page

• To access this screen, click on ‘New Expense Report’ from your Expense Module Tab

• This page will come up and it is your report header page• Fill out all pertinent fields

– Fields that have a left hand red border are required• Click on the next button to move to the next step

2Allocating Expenses

Will Report Include Travel Allowances

• This dialogue box will show when you click on the ‘Next’ button on the report header screen

• If your report will include per diem expenses, click ‘Yes.’ If not, click 'No'

Allocating Expenses 3

Actual Expense Report Page

• This screen is the actual expense report where you add your expenses for the month – Click on an expense type


Adding Expenses to Report

• In this example, we chose Domestic Airfare– The transaction date drop down box appears

automatically; enter the transaction date– Fill out all boxes with a red line on the left side as

they are mandatory fields.– Click 'Save' and choose your next expense type


New Expense Dialogue Box Details

• This is what your New Expense dialogue box should look like once you have finished entering all details– Click 'Save' and then choose the next expense

type• Once you click 'Save,' the system will move the expense

over to the Expense List on the left side of the screen


Adding Additional Expenses

• You can now see that your first expense was added to your Expense List on the left region of the screen

• Choose a new expense type from the list and fill out the required fields– In this example, we chose Domestic Hotel/Lodging;

once we enter all required fields, click 'Itemize' because all hotel expenses are required to be itemized


Itemizing Hotel Expenses

• Since this is a hotel/lodging expense type, you will now itemize all expenses on the receipt– The red icons that look like a stop sign are

reminders that this expense type must be itemized• Add your check-in and check-out dates.

– The system will auto-populate the number of days. • Enter the room rate, tax rate, and any additional

expense(s) on the bill– Please note that the room rate, tax rate, and

additional expenses are per night charges.Allocating Expenses 8

These red Stop Signs are

reminders that this needs to be

itemized

Room Rate and Tax Rate Fields

Additional Expenses

fields

Itemizing Hotel Expenses (Con’t)

• Enter all required fields. • When you enter the recurring charges, enter the room

rate and additional charges (if applicable) for each night, not the total for the entire stay

• Now click 'Save Itemizations' and the expense will move over to the Expense List on the left side of the screen

– Once you click on Save Itemizations, the red stop sign warnings will go away


Itemizing Hotel Expenses

• This is what your itemization will look like on the Expense List side– Notice that the amounts you entered for each night when you itemized

the Domestic Hotel expense now appear as one total (300.00 in this example) with the detail amounts for each night listed below the total

– If you have different rates for each night, total the amount, divide by nights stayed, and enter that amount in the ‘Amount’ field before itemizing. If you have an odd amount that will not divide out evenly, click save and then click on one of the itemized nights and change the amount to include the extra odd amount.

• Example: The total amount of your hotel bill was 582.03 and you stayed 4 nights; divide 4 into 582.03 which equals 145.50 per night with .03 remaining. Click ‘Save’ and to make the itemization balance, open one of the itemized nights and manually adjust to 145.53

– By clicking on the icon shown in the screenshot above, you can either show the itemizations in detail or hide the detail if you do not need to see the detail itemizations


Icon you can click to see or hide

itemization detail

Notice these itemized amounts

equal the total amount requested

(300.00 in this example)

Adding Out of Pocket Expenses

• Choose your next expense type – In this instance, we chose 'Meal with Employee and

Business Associate Attend.' • Any Business Meal Expense type must include the names of

all attendees

• Enter all fields with a red line as these are required• You must add attendees which you can do one of two

ways (shown on the following slides)


Adding Attendees to a Business Meal Expense Type

• Option One for Adding Attendees: You can click on the 'Favorites' tab to bring up a list of those attendees you have already entered into the system

• Click in the box next to the attendee’s name to add to your Attendees List. Be sure to check all appropriate attendees in your Favorites list

• Click on 'Add to Expense' and when the names show on the Attendees List, click ‘Save’


Click on the box next to the attendee’s

name

Once you have

chosen all attendees in

your Favorites,

click Add to Expense

Adding a New Attendee to a Business Meal Expense Type

• Option Two: If you have an attendee who you have not previously added to the system, click the 'Add New Attendee' tab in the New Expense box

• Enter all the fields and click 'Save'; if you have another new attendee, click 'Save and Add Another'


Adding Attendees to a Business Meal Expense Type

• Once you have chosen all attendees and have saved them, they will show in the Attendees box

• Click in the boxes next to the attendees’ names and click 'Save'

• Now go to your next out of pocket expense and choose your expense type


Save Button

Adding Out of Pocket Expenses

• The expense type 'Meal with Employee and Business Attend' has now moved to the Expense List on the left

• If you have more out of pocket expenses, click on the expense type and fill in all the required information in the New Expense box

• If you are finished with your expenses, you must now allocate those expenses to their respective account(s)


Allocating All Expenses to the same account(s)

• The next step is to allocate your expenses either separately if you are charging different expenses to different accounts or you can 'choose all' if you are going to charge all expenses on this report to the same account(s).

– The screen shot above shows all expenses being charged to the same accounts.

• To 'choose all' expenses, click in the box at the top next to the Date field

• Click on 'Allocate the selected expenses' in the right hand pane.


To allocate all expenses to the same account(s), click in the

box next to the Date field. Click on Allocate in the right

hand pane.

Allocating All Expenses to the same account(s)

• This is the dialogue box that appears for you to do your allocations. Note that all the expenses on the report show on the left hand side pane and are grayed out showing that these are what you have chosen to allocate

• You can now add new allocations or just check the box next to the default allocation that comes from the report header and click ‘Save’, ‘OK’, then ‘Done’

• You can allocate by percent or amount by clicking ‘Allocate By’ • You can choose either a new org and the corresponding account for

that org or you can choose your org again and charge a portion to another account in your org. ALWAYS make sure the Org number is the same in both Org boxes.

– The second Org field is tied to dept use codes; if you do not use dept use codes, the field will default to zero


Click in this box to allocate these expenses 100% to the default

account that auto-populates from the header page.

Allocating Different Expenses to Different Accounts

• If you want to charge different expenses to different accounts, click on the expense you want to allocate (assign an account to) and then click the ‘Allocate’ button in the Expense pane

– In this example, we chose to allocate Domestic Airfare only– We will allocate the remainder of the expenses to other accounts after

we finish allocating Domestic Airfare


Once you have chosen the expense, click on the Allocate button

Click in the box next to the

expense type you want to allocate


• The grayed out expenses in the left pane are the expenses you need to allocate

• The example above shows that you currently only want to allocate the expense you checked

– To allocate to a new account, click ‘Add New Allocation.’ Choose the org and account you want to charge the expense to. Be sure to change the org in the Org Dept Use field to match the org in the Organization field

– You can allocate by amount or percent by clicking on the 'Allocate By' button. You can change the amounts in each of the allocation boxes depending on the amount you want to charge each account

– In this example, we changed the automatic percentage calculation as we only want the first dept to share 10% of the cost

– Click ‘Save,’ ‘OK,’ then ‘Done’


The grayed out expense that is

checked is the item you are allocating

This is where you click to

add new allocation

This field is where you

can change amounts or

percentages.

Make sure both of these Org fields contain the

same org number


• To allocate the remaining expenses to the same account(s), click in the box next to each expense and then click 'Allocate the selected expenses.'



• Notice we have changed the default org and account that auto-populated from the header page to a new org and account

– When you choose another organization, a connected list 'behind the scenes' updates your account selection to the accounts rolling to the org you chose

– You can charge another org (cross-allocate) within your division if another org is assuming a portion of the cost

• Click ‘Save,’ ‘OK,’ then ‘Done’ Allocating Expenses 21

This is where you can change the default org

that auto-populates from

the header page if you do not

want to charge your dept

The accounts associated with the new org will show in this box and you will choose the

appropriate account.

Be sure the org number in both the Organization field and the Org Dept Use field are the same.

Allocating Expenses

• You can now see that all expenses have been allocated as indicated by the colored pie chart in each expense. You are now ready to upload or fax your receipts and submit your report.

• If the pie chart is colored blue and grey, the expense is not allocated 100%. Click on the expense and reallocate.

• Now upload your receipts and submit (See separate instructions for this process which is included on the Create a New Expense Report presentation)


The red, green, and yellow pie chart shows

the expense was 100% allocated.

allocating expenses expenses.pdf · to charge all expenses on this report to the same account(s)....

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