Enter and Approve Expense Sheets
If Employees spend their own money during business activities, you can post the expense to the Employee's account. Then you can reimburse the Employee by making a payment to the Employee's bank account, similar to how you pay Vendors.
Expense Sheets can also be created when Employee uses Company credit cards for expenses, so the credit card expense is recognized.
Expense Sheet Entry
Expense Sheets can be accessed in a number of ways:
Open Expense Sheet List: From the Role Center page click on the Open Expense Sheets tile for access to the current user’s Expense Sheets with a status of Open.
Role Center: Navigate to the Role Center > Time & Expense > Open Expense Sheets list. The list displays open Expense Sheets.
- Expense Sheets can also be accessed by navigating from the Role Center > Resources > Resources and selecting a Resource. From the Resource Card select Actions > Expense > Open Expense Sheets. The same selections are available from the Resource List page.
Create an Expense Sheet
- Click + New to create an Expense Sheet.
Header FastTab
General FastTab
Field Name | Description |
---|---|
Expense Sheet No. | The Expense Sheet No. comes from the No. Series Setup for expenses. |
Expense Sheet No. | Will populate automatically when you tab or select the Expense Sheet Date field. |
Resource | Will populate automatically when you tab or select the Expense Sheet Date field. |
Expense Sheet Date | Will default to the system date, today’s date. The Posting Override Date defaults to the Expense Sheet Date but does not have to be the same date. Users may change the dates. |
Totals FastTab
Displays a running total of each Expense Payment Type including calculated taxes and credit card adjustments. See: Expense Payment Types
Field Name | Description |
---|---|
Total Cost | Total, without tax, of all the Expense Payment Types for the expenses. |
Expense Total Incl Tax | Expense amount including taxes calculated and added to the expense lines. |
Total Credit Card Adj. | Total amount for Credit Card Adjustments (fees) added to the expense lines. |
Total Expense Amount | The sum of all the expense lines including tax and fees (Credit Card Adjustments). |
Lines FastTab
Expense Entry
Field Name | Description |
---|---|
Project No. | Click in the field and then on the ellipsis (…) to select a Project. |
Project Task No. | Click in the field and then on the ellipsis (…) to select a Project Task. |
NOTE: The following fields (Global Dimension 1 and Global Dimension 2) are only displayed if Progressus Multi-Company is activated. For more information, see: MEM and Progressus Multi-Company Integration Documentation | |
Global Dimension 1 | Specifies the code for Global Dimension 1. |
Global Dimension 2 | Specifies the code for Global Dimension 2. |
Location Code | Specifies the code for the Inventory Location when the Type on the entry line is Item. |
Expense Date | Populates from the Header, can be changed. |
Posting Date | Populates from the Header, can be changed. |
Type | Select either Expense or Item. |
Expense Payment Type | Select a Company-defined Payment Type Code. Payment Types are used to classify the expense, e.g., Employee-paid AP is sent to AP to reimburse the Employee. Expense Payment Types include Expense Posting, AP or GL, General Journal Template and General Journal Batch information. |
No. | Possible values change depending on whether you select Expense or Item in Type.
|
Description | Specifies information about the No. selected. |
Purpose | Specifies user-defined text information as to the reason for the Expense. |
Work Type Code | Specifies alpha or numeric combination used to filter for viewing or adding data, or for determining cost and/or price. |
Currency Code | Specifies a unique identifier for the Currency associated with the Expense. |
Cost Type | Specifies optional information for the Type and No. to classify the General Ledger category for the entry, e.g., Asset, Expense, Liability, Income, Other. |
Credit Card Code | Required for Company or Employee Paid AP Expense Payment Type. The Code has the Vendor information for the Credit Card. |
Quantity | Enter the total number of units for the Expense. |
Unit of Measure Code | Specifies how the Expense is charged, e.g., day, mile, or piece. |
Unit Cost | Enter an amount if different from the defaulted value on the Expense Card or Project Expenses List. |
Unit Cost Incl. Tax | User entry or calculated based on the Expense Code. |
Total Cost | Specifies the total amount for the Unit Cost times the Quantity. |
Tax Amount | Specifies the vat amount of the entry on which tax is applicable. |
Total Cost Incl. Tax | Specifies the total amount including tax. Not all lines have tax. |
Tax Difference | Specifies the tax amount difference from the base tax amount to newly entered tax amount. |
NOTE: Edits to the Tax Amount will update the Tax Difference field but will not update Total Cost Incl Tax. The Tax Base Amount and Total Cost will be recalculated to equal (Unit cost * Quantity) - Tax Difference. | |
Credit Card Adj. LCY | Specifies the amount of credit card fees (adjustment) added to the transaction in LCY, local currency. |
Exp. Amt LCY | Specifies the total cost amount in local currency for the Expense line. |
Tax Group Code Emp. Exp | Specifies the Tax Group assigned to the Expense when an Employee incurs it. The Code is designated on the Project Expense Card. |
Unit Price | Enter an amount if it is different from the value on the Expense Card or Project Expenses List. |
Total Price | Specifies the total amount for the Unit Price times the Quantity. |
Chargeable | Specifies, if true, that the Expense can be billed to a Customer. The field value defaults from the Task. |
Expense Sheet Status | Displays the level of the Expense line in the workflow. Once the Expense Sheet has been submitted, the status will change to “Waiting XX Approval” and progress to Posted after all approvals and journal posting. |
Attachment | Click on the value, Yes or No, to add or view a file attached for the line. This option allows the addition of documentation for the Expense, e.g., receipts. File types: GIF, PNG, XLSX, PDF, JPG, DOCX, BMP. When the file is selected, the remaining fields will be populated. |
Manage
Field Name | Description |
---|---|
New Line | Select to add a line to the detail information. |
Delete Line | Select to delete information on a line in the detail grid. The Expense and Posting Dates, Type, and Expense Payment Type will not be deleted. |
Line
Field Name | Description |
---|---|
Dimensions | Displays the Dimensions for the line. |
Expense Entry Card | Opens the Expense Sheet Card which displays data for the expense line in a condensed format, including Resource, values, and status history. |
Rejected Remarks | Displays Rejected Comments for a line with the Rejected Status. |
Expense Entry Comments | Enter Comments for an Expense to provide additional information. |
Expense Attachments | Provides an additional method for adding an Attachment on the selected line. |
View Attachments | See Attachments previously added to the selected line. |
Expense Sheet Report
Select Expense Sheet Report to create and Print or Send to or Preview & Close a report containing the information for the Expense Sheet. Filters are available.
How Work Types affect Expense Sheets
There are options that can be used to determine uses and different Costs, Prices for Expenses. For more information, see: Setting up Work Types
Project Expense Card
- Select New from the ribbon. The Expense Payment Type Card opens. Complete the following fields:
Project Expense Card - General FastTab
Field Name | Description |
---|---|
Code | Specifies a unique Code for the new expense. |
Description | Specifies information for the expense. |
Type | Specifies if the Code will be used for posting or totaling. It is only possible to post on the type Posting, whereas Total can be used as a heading or summation. Options:
|
Blocked | Specifies the Expense Code is not allowed to be used. |
Base Unit of Measure | Specifies the base unit of measure for the expense. To access the Expense Unit of Measure list, click the down arrow on the Base Unit of Measure and choose Select from full list, then select New and use the drop-down arrow in the Code field. |
Cost Type | Specifies the category for entries associated with the Code. Each Cost Type has a Revenue or Expense indicator: Asset, Expense, Liability, or Other, for Posting. |
Mileage | Specifies if this expense is associated with mileage. |
Mileage Margin Allowed | Specifies the amount allowed per mile. |
Project Expense Card - Invoicing FastTab
Field Name | Description |
---|---|
Standard Cost | Specifies the standard cost of the expense. |
Profit Calculation | Specifies how profit calculation should be performed. Options:
|
Profit % | Enter a percentage. Only used with Percentage for Profit Calculation. |
Profit Amount | Enter an amount. Only used with Amount for Profit Calculation. |
Fixed Price | Enter a price for the expense. Only used with Fixed Price for Profit Calculation. |
Cost Amount Includes Tax | Select this option to indicate the cost includes tax. |
Only Payroll Expense | If this option is selected it limits the use of this Project Expense Type. It cannot be used in a Project Journal or Purchase Invoice. The expense will only be available for use in the Timesheets. |
Gen. Prod Posting Group | Select the Posting Group to determine the G/L accounts that will be used when posting entries with this Code. |
Tax Group Code | Select the Tax Group Code. |
Tax group code Emp. Exp | Specifies Tax Group Code for Employee expense used to calculate and post the Sales Tax paid. |
Total Cost (LCY) | Displays the total usage cost posted to project detail ledgers, in local currency. Click the number displayed in blue font to see details. |
Total Price ((LCY) | Displays the total usage price posted to project detail ledgers, in local currency. Click the number displayed in blue font to see details. |
Picture | Displays Picture for this Item... To upload a picture, click the + icon. |
Related Information | Provides links to Dimensions, Expense Prices List, Expense Payment Types and Project Expense Posting Setup for the selected Code. |
Expense Payment Types
Use Expense Payment Types to establish defaults to use when Expense Sheets are created. Expense Types determine the journal to which the payment is posted and the Expense Type function. For example, if it is a Company paid expense, the posting is either Accounts Payable for a credit card Vendor, or the General Ledger. Expense Payments Type codes are user defined. Examples of Expense Payment Type Codes:
To create a new Expense Payment Type
Navigate to the Role Center > Setup > Items and Expense Setup > Expense Payment Types.
Select New from the ribbon. Complete the following fields:
Field Name | Description |
---|---|
Expense Payment Type | Create a unique code for the new Payment Type. |
Expense Payment Description | Specify a description for this Expense Payment Type. |
Expense Payment Function | Select the function for this Expense Payment Type. Payment Function lists the various methods by which an expense might be paid. For example, the Payment Function can define whether the expense was paid for by Company funds, by the Resource, is a Repayment, or an Advance to the Employee. Options:
|
Expense Posting | Select where the entries with the Expense Payment Type will post and the effect. Options:
|
Gen. Journal Template | Select the General Journal Template to use for entries with the Expense Posting type of GL. |
Gen. Journal Batch: | Select the name of the General Journal Batch to use for entries with the Expense Posting Type of GL. |
Project and Task Permissions
Certain Project Permissions can restrict a user's ability to view or enter any transactions against a Project. There is also a Resource Permission which can give users the ability to approve their own Expense Sheets. For more information on Progressus Permissions, see: Permissions Overview
How to enter Invoice Comments on an Expense Sheet
To enter Invoice Comments on an Expense Sheet, after completing the necessary fields on an Expense Sheet line:
Select Lines > Line.
Click Expense Entry Comments.
Add the date and a new comment for the line.
Click Close to return to the Expense Sheet line.
The Expense Sheet Comments FactBox field now displays the comment entered on that line.
How to Enter Attachments to an Expense Sheet
To enter attachments to an Expense Sheet, after completing the necessary fields on an Expense Sheet line:
Select the line to add an attachment.
Click the No link in the Attachments field.
Click the Select File link.
Click Choose to select the file to attach.
Flow to Purch. Trx: Specifies, if selected (true) that the attachment must flow to purchase transactions.
Flow to Sales Trx: Specifies, if selected (true) that the attachment must flow to sales transactions.
Click Close to return to the Expense Sheet Entry page.
The Attachments field now displays Yes to indicate there is an attachment entered on that line.
How to enter an Expense Sheet for Another User
Use the Resource Card > Alternates FastTab to set up Impersonators for the Resource selected. It gives the Resource the option to either enter an Expense Sheet on behalf of someone else (an Impersonator) or have someone to enter an Expense Sheet on their behalf (Impersonates). To enter an Expense Sheet for another user, you must be set up as an Impersonator for the specific Resource whose expense you wish to enter.
Impersonator
To set up an Impersonator on a Resource who can enter Expense Sheets on your behalf, use the following steps:
Navigate to the Resource Card.
Select More Options.
Select Actions > Alternates > Impersonator.
The Resource Impersonator page opens.
Click the dropdown in the Impersonator Code field and select a Resource.
Note
Under Alternates FastTab, the option for Impersonator Setup is now enabled.
Impersonates
To set yourself to impersonate another Resource so you can enter Expense Sheets on their behalf, use these steps:
Navigate to a Resource Card.
Select Actions > Alternates > Impersonates.
- The Resource Impersonates Card opens.
Select your Resource No. from the Resource Code field lookup.
Open the Resource Card for the Resource you added your Resource No. to in the previous step as Impersonates.
- Note that under Alternates FastTab, the option for Impersonator Setup is now enabled.
Tip
To view which Resource(s) are set up to be an Impersonator or Impersonates, navigate to the Resource Card > Actions and select either Impersonator or Impersonates to view the Resources assigned.
Enter expenses into the Expense Journal
For information on entering expenses directly into the Expense Journal, see: Expense Journal.
For information on importing expenses into the Expense Journal, see: Create a new expense journal batch by importing values
How to enter amounts including Tax or VAT
Use these steps to calculate and add Sales Tax or VAT to an Expense Sheet line:
Note
The Project Expense Code used on the line must have a Tax Group Code assigned to it that is taxable.
Navigate to Role Center > Actions > Setup > Items & Expenses Setup > Expenses
Add a taxable value to the Tax Group Code field on any Project Expense Codes which should be taxable.
Ensure there are Tax Area Codes set up:
Using the Search box search for Tax Areas and click the related link.
Click New to set up new Tax Area Codes and complete as required.
When entering an expense line, click the Tax Area Code field and select a code or tax jurisdiction that applies to the expense.
Tip
The calculated Sales Tax is added to the Total Cost and displays as the sum of the Sales Tax plus Total Cost in the Total Cost Incl. Tax field.
How to reopen an Expense Sheet
Navigate to the Role Center > Posted Document > Expense Sheet Archive.
Select Reopen Expense Sheet to change the Status to Open and make the Expense Sheet available for changes or additions. The Expense Sheet may not be reopened after it has been Posted.
To review the reopened Expense Sheet, navigate to Time & Expense > Open Expense Sheets.
How to set up a Resource as a Vendor so they can be Reimbursed for Expenses
To reimburse a Resource for expenses they paid themselves, set the Resource up as a Vendor and add the Vendor Number to their Resource Card. To do this, uses these steps:
Navigate to Resources > Resources and select the desired Resource Card.
Expand the Expense Sheet FastTab and click Vendor.
Click + New
Select a template for a new Vendor.
Complete required fields in the Vendor Card and click OK
The new Vendor Number displays in Vendor on the Resource Card.
How to Approve or Reject an Expense Sheet
Log into the Role Center with a User ID that includes Expense Sheet Approval Permissions. For more information about Permissions, see: Permissions Overview
Navigate to the Role Center > Activities > Expense Approval.
Important
Expense Sheet Approval can be setup for up to 3 levels of approval.
The View As field displays any Expense Sheets waiting for approval in any of the 3 levels. Options:
Field Name Description View As: 1st layer This is typically the Project Manager or the Person Responsible for the Project. View As: 2nd layer This is typically the Line Manager or Line Manager 2. View As: 3rd layer This is typically a Project Executive. Besides the View As filter, there are other filters in the Option section used to filter displayed results, such as Date Filter, View By, and Project No.
To view details in the Expense Sheet Lines in the bottom of the page, click any of the Totals columns to drill into the detail lines for that total.
Click Attachments (where the value is yes) to display the attachment that corresponds with the Expense Sheet Line.
To post or reject a specific line in an Expense Sheet, click the value in the Total Expense Amount column to open the Expense Sheet line.
Place your cursor on the line to be posted or rejected, then:
- Click Approve to approve the selected line(s).
- Click Reject to reject the selected line.
- Click Reject All to reject all the lines in the grid.
If you choose to reject a line or an Expense Sheet, select the line to reject, then select Entries > Rejected Remarks and enter a remark to document the reason you rejected the Expense Sheet or line. Click Close to return to the Expense/Item Entry page.
How to set up Email Notifications of Approved or Rejected Expense Sheets
When an Expense Sheet is approved or rejected, it is optional to send an email notification to the Resource. To do this:
Configure the Time Configuration Code in the Timesheet Configuration Card to set mail on Exp. Appr. to true. To do this:
Navigate to the Role Center > Setup > Resource Setup > Time Config List.
Open the Time Configuration Code used with the Resource.
In the Expense Sheet FastTab > set Email on Exp. Appr. to true. This field, when set to true, sends an email alert to a Resource when an Expense Sheet has final approval or a rejection.
Enable SMTP Mail to create approved and rejected Expense Sheet email messages in Resource Setup > Mail Notifications and ensure the Resource Card includes an email address.
Enable SMTP Email
From the Search box, enter Email Accounts, and then select the related link.
Fill in fields to enable SMTP mail. For information on how to complete an SMTP Account, see: Setup Email
Add Mail Notifications for Rejected or Approved Expense Sheets
- Navigate to Role Center > Resource Setup > Mail Notifications > Expense sheet column.
Field Name | Description |
---|---|
Mail Body for Rejection Expense | Add text similar to: Expense Sheet %3 Date %4 was rejected by %5 - %6 for Resource %1 - %2. Reason: %7 |
Mail Subject for Rejection Expense | Add text similar to: Expense Sheet %3 Date %4 was rejected by %5 - %6 for Resource %1 - %2. Reason: %7 |
Mail Body for Expense Sheet Approved | Add text similar to: Expense Sheet %3 Date %4 was approved by %5 - %6 for Resource %1 - %2. |
Mail Subject for Expense Sheet Approved | Add text similar to: Expense Sheet %3 Date %4 was approved by %5 - %6 for Resource %1 - %2. |
For more information, see: Notification of Timesheet or Expense Sheet Approvals or Rejections
Verify the Resource includes an Email address in their Resource Card
Navigate to the Role Center > Resources > Resources.
Select a Resource and open the Resource Card.
Navigate to Personal Data FastTab > E-Mail. Ensure a valid email address is entered in this field.
How to Add Credit Card Fees to an Expense Sheet
Credit card fees may be assessed by a Vendor when an expense is incurred and paid for by a credit card. For example, a Vendor may have a minimum amount that can be charged. Anything under that amount is assessed a credit card fee.
To add a credit card fee to an Expense Sheet, select the appropriate line in the Expense Sheet, then add the fee amount to the Credit Card Adj. LCY field.
Note
Credit card fees are associated with an Expense Code and must have a Posting Account established. Set this up in Setup > Items & Expense Setup > Project Exp Posting Setup > Credit Card Expense Debit for any Expense Codes used. For more information, see: Project Expense Posting Setup
How to Resubmit a Rejected Expense Sheet
Use these steps to resubmit an Expense Sheet that was rejected:
Navigate to the Role Center > Time & Expense > Open Expense Sheets.
Locate the rejected Expense Sheet in the list.
Tip
Use the Search box to search for the Expense Sheet by name, or by rejected. Or use the Filter to narrow displayed results by Expense Sheet Status = Rejected.
Click the Expense Sheet No. to select the rejected Expense Sheet.
View Remarks About Why the Expense Sheet Line was Rejected
Highlight the line where the Expense Sheet Status = Rejected.
Click Line > Rejected Comments to review comments made by approver upon rejecting the line.
Make changes to any line(s) where Status is Rejected.
Click Submit Expense Sheet to resubmit Expense Sheet for approval.
How to Post an Expense Sheet
Navigate to the Project Journal under Role Center > Journals > Project Journal
Select the Journal Template set up for Time and Expense entry.
Select the Expense batch.
The batch will display lines waiting for approval. Review quantity and cost fields and verify all other field information is correct.
Navigate to the Header area and select Post.
Select Yes to the message "Do you want to post the journal lines".
Select OK to the message "The journal lines have been successfully posted".
To view the result of posting, navigate to the Project(s) used in the transaction.
Navigate to the Role Center > Projects > Projects > and open the applicable Project.
Locate the Task used in the transaction and view the update from the transactions in the Total Usage Cost column.
Select the amount in the Total Usage column to drill down into the supporting details and view the update from the Expense Sheet batch.
For more information see: