Expense Item

Click “Add New Item” button to navigate to the “Expense Item” screen.

The following details are displayed in the header:

Category	The expense category (as selected from the new L3 landing page.
ID	The request number.
Status	The status of the expense request.

Enter the following field details: The following fields are enabled for Approver.

Approved Amount	Enter the approved amount. Mandatory.
Remarks	Key in remarks, if any.
Payment Mode	From the drop-down list box, select the payment mode. The combo is loaded with “Bank – Cheque”, “Bank – Others”, “Cash” and “Payroll”, “Non Payable (Credit Card)” options for you to choose.
Enter the following field details:
Expense Item	From the drop-down list box, select the expense item corresponding to the expense category. The combo is loaded with various options for you to choose. Mandatory.
Requested Amount	The requested amount. From the drop-down list box, select the required currency type.The combo is loaded with the various currency types. The “Currency” combo will be defaulted with the company’s base currency. Mandatory. Note: Reimbursable amount for the Expense Item is shown in the base currency along with the currency code on successful saving of Expense Item. This has the requested amount if this is payable to employee. If this is a credit card transaction, this field shows 0.00 value If currency is chosen other than base currency then “Exchange Rate” and “Requested Amount in Base Currency” fields appear.
Period	From the drop-down list box, select the period. Mandatory. This field is enabled only when the Request Frequency is set as ‘Monthly’ for the Expense Item under Item eligibility interface
Bill Date	Enter the bill date. Mandatory.
Requested GST Value	Enter the requested GST Value. This field is enabled only when GST is applicable for the region as defined in the system parameter.
From Date / To Date	The month period or expense period during which the expenses were incurred for which the bill date will be provided. This is enabled only when ‘Expenses submitted for a period’ property is set for the Expense Item
Incurred For	The limit per request for the expense item defined in item master under item eligibility for the selected “Incurred For” combo option needs to be fetched. Mandatory. Note: E.g., If the Expense Item is selected as “Hospitalization” then in such case the “Incurred For” combo is loaded with all the dependent information in addition to “Self”. If the Expense Item is selected as “Mobile Expenses” then the “Incurred For” combo is not shown for ‘Self’.
Receipt Number	Enter the receipt number. Mandatory.
Incurred At	The source from where the expenses are incurred.

Select the “This is an exception” checkbox if the amount is claimed without submitting a bill.

Comments

Enter the reason for not submitting the bill in this section.

The following fields appear only for Transportation Expense “Expense Item” (if the employee is on any local travel). Expense item is identified as Transportation Expense if the transportation category is either ‘Private’ or ‘Public’ in Item Master interface

Location From / Location To	The starting and destination place of travel.
Time From / Time To	The start and end time of travel.
Distance Travelled	The total distance travelled.
No. of Days	The number of days travelled.
Nature of Travel	From the drop-down list box, select the required option for nature of travel. If the journey is performed to and fro, this is captured as Round Trip. If this is only onwards journey, this is marked as ‘One Way’.
Parking Fee	Amount incurred towards parking of vehicle. Requested amount is computed based on Parking Fee if value is provided for this field
Toll Charges	Charges / amount paid for toll as toll fee.
Location of Toll Gate	The physical location of the toll kiosk. This is the basis in which the Toll charges are entered by the user.
Mileage amount	Display only field shown adjacent to the reimbursable amount. Shown only for private transportation expense item and hidden otherwise. This is calculated as the distance travelled * rate per UOM (rate obtained from rate master based on the distance entered by the user). Value is shown on save and refresh of expense item

Once the above information is entered, the requested amount is computed as follows, Parking fee + Toll Charges + (Distance Travelled (Kilometers) * No. of Days * Mileage Amount)
Enter the following field details in the right section of the screen:

Receipts	Click icon to attach the receipts to be submitted. You will be navigated to the “Upload File” pop-up to upload the file. Enter the file name. Click “Browse” pushbutton in the pop-up to browse and select the file from the system. Click “Upload” to upload the selected file. Note: If all the receipts are imported and on final submission the claims get generated. Before submitting the claims, a draft save of it is made and the receipts are attached by clicking icon and changes are made to the receipts and finally submitted. Click icon. A confirmation message appears to delete the attached receipts. Click “OK” to delete otherwise click “Cancel”.
Credit Card Transaction	If credit card integration parameter is “ON”, then “Credit Card Transaction” combo would be loaded with all the credit card transaction details with each entry in the following format: “Bill Date + Incurred at + Amount + Currency + Transaction ID” Transaction ID would be populated in hidden control field. Note: The “Credit Card Transaction” combo would be enabled only if Credit Card Integration is set as “Yes”.
Allocate To	By default the “Cost Center” is highlighted under this section. Note: Expense Allocation should be defaulted with Cost Center. If the allocation is Cost Center then the employee’s department cost center is fetched and shown but if the allocation is Project then the cost has to be accounted for the Project cost center.
Code	This combo is loaded with the cost center codes. By default, the login employee’s department cost center code is set. The corresponding cost center description is shown below the combo. Note: If department cost center code is not available, then the project cost center code to be dafaulted and description fetched appropriately. System shows the cost center description, cost center code, reference description, reference code and reference type. Reference description & code would be the department short description and department code for department based cost centers and the project short description and project code for project based cost centers. Reference type indicates if this is ‘department’ or ‘project’ cost center.

Select “This is billable” checkbox if this is to be billed or accountable to projects. This is applicable only when Expenses is integrated with SRP module.
Select “Bill Payment Required” checkbox if payment is required for the bills submitted and the payment needs to be made to service providers.

Copy Expense

The “Copy Expense” enables you to copy all the expenses.

Click “Copy Expense” to copy the selected “Expense Item” details.
You are allowed to edit the “Bill Date” and “Requested Amount” fields.
Click “Save” to save the details entered.

New Expense

The “New Expense” enables you to enter new expense details.

Click “Save” to save the details entered.
Click “Delete”. A confirmation message appears for deletion.
Click “OK” to delete otherwise click “Cancel”.