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, like 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.

Open Expense Sheet List

Use the Open Expense Sheet List to view and edit open expense sheets. The Expense Sheet Status field displays the current status (i.e. Open, Not used yet). The Open checkbox if selected indicates the expense sheet is open. The Entries checkbox, if selected, indicates if the expense sheet has any line entries entered. You can access the Open Expense Sheets list in a couple of ways:

From the Role Center > Time & Expense > Open Expense Sheets.
From the Role Center > Activities > Time & Expense Entry > Open Expense Sheets tile.

How work types affect Expense Sheets

Setting up Work types allows you to set different rates for costs and billing for resources or resource groups based on work types. Use Work Types to hel with the following:

Resource Cost
Resource Price
Filter when looking at resources
Invoice specific text which is specific to work type
Examples of work type would include OT, OT2, TRAVEL. and requires you to set up a unit of measure for that work type (i.e. OT = 1.50, OT2 = 2.0, TRAVEL = DAY, etc.)

Create Work Types through the Role Center > Actions > +Setup > Project Setup > Work Types.

A Work Type can also be added to a Resource or Resource Group. Navigate to Resource > Resource Costs and select a work type from Work Type Code when you add a new resource cost.

Expense Payment Types

Use Expense Payments Types to establish defaults to use when expense sheets are created. Expense Types determine the journal the payment is made from and the expense type function For example, if it is a company paid expense, or resource paid, and which posting accounts are used. Expense Payments Types codes are user definable. Examples of expense payment type codes include:

Expense Payment Type	Expense Payment Description	Expense Payment Function	Expense Posting
COPAIDAP	Company Paid AP	Company Paid	AP
COPAIDGL	Company Paid GL	Company Paid	GL
EMPLADVGL	Employee Advance	Advance	GL
EMPLPDAP	Employee Paid AP	Resource Paid	AP
EMPLPDJE01	Empl PaidJrnl	Resource Paid	Employee Journal
EMPLPDGL	Employee Paid GL	Resource Paid	GL
EMPLPDPJ01	Employee Paid Purch Jrnl	Resource Paid	Purchase Journal
EMPLPRGL	Employee Payroll GL	Payroll	GL
EMPLRPGL	Employee Repay GL	Repayment	GL

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:
- 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 or by the resource, is a repayment or an advance to the employee. Options include:
  - Resource Paid - payment made to a resource
  - Advance - a payment made to a resource as an advance against their expenses
  - Company Paid - payment is made by the company directly to the vendor
  - Payroll - a payment is made to the employee for Payroll
  - Repayment - payment is made to a resource for expenses they paid on behalf of the company
- Expense Posting: Select the posting method for this payment type. Options include:
  - None
  - GL
  - AP
  - Employee Journal
  - Purchase Journal
- Gen. Journal Template: Select the journal template you wish to use for entries of this type
- Gen.Journal Batch: Select the name of the journal batch to use for entries of this type.

Project and Task Permissions

Certain project permissions can restrict your ability to view or enter any transactions against a project. There is also a Resource permission which can give you the ability to approve your own expense sheets.

Resources > Resources
- Select a resource > Invoicing fast tab
- Can Approve Own Expense Sheets - if this is enabled, the resource can approve their own expenses.
Projects > Projects. The addition of a resource or a resource group in the Permissions on a project restricts the ability of any other non-listed resources or resource groups to view or post any transactions on this project. Access levels can be assigned by selecting the checkboxes for Tasklist, Timesheet, Approval and/or Budget. If no resource or resource group is added to a project's permissions, the project is open to any resource or resource group to view and data entry.
- Select a project
- Select Project > Project Card
- Select Project > Permissions
  - To restrict access to this project, add a resource or resource group. Select checkboxes for Tasklist, Timesheet, Approval or Budget to allow the resource access to those specific functions. By doing this, the project (and those functions selected) will only be accessible to those resources or resource groups where permissions are added.

How to create a new expense sheet using Expense Sheet Entry

Use these steps to create a new expense sheet.

Use the Time & Expense > Open Expense Sheets list. The displayed list provides a view of your open expense sheets, and the includes the option to create new expense sheets.
To create a new expense sheet, navigate to the Role Center > Time & Expense Entry > Open Expense Sheets
Click New
Use the Header section to enter information about the expense sheet, such as the expense sheet number, resource, dates, and how the total is split out between various categories.

Tip

The Expense Total field sums all the line totals in the expense sheet and gives you a running total of all entered expenses lines on the expense sheet.
Click Expense Sheet No and press Enter, tab out of field, or optionally select the expense sheet numbering code. Complete remaining required fields.
In the Lines fast tab, click Project No. and select a project.
Click Project Task No. and select a project task number.
Click Type and select either Expense or Item.
Use Expense Payment Type to select a payment type. Expense types are different types of expense categories that you use to classify who pays the expense (i.e. employee paid AP (which is sent to AP to reimburse the employee), company paid AP (which is sent to GL, etc.) and where to post the expense.
The displayed values in No. change depending on whether you select Expense or Item in Type.
- If you select Expense for the Type, the values in No. display expense codes, such as meals, mileage, hotel, tolls, etc. The list of expense codes is user definable.
- If you select Item for the Type, the values in No. display items you purchase (such as a desk or chair).
Enter the expense quantity.
Enter a unit cost if different from the defaulted value.

Tip

As line unit costs are added, the Totals section and Expense Total field in the Header are automatically updated with running totals.
The remaining fields default from the Expense Type card (selected in the No. field), such as Unit Cost, Cost Type, Business Posting Group, etc.
Repeat step 3 to add additional lines for all the expenses that should be included on the expense sheet.

Tip

To add a receipt as a viewable attachment within the expense sheet, select the Attachment checkbox in the line item. You can then browse to the file on your local machine and attach it.
To run a report of the expense sheet, click Actions, then select Expense Sheet Report.
Once the expense sheet entry is complete, select Submit Expense Sheet action to submit the expense sheet for approval.

How to enter invoice comments on an Expense Sheet

After completing the necessary fields on a expense sheet line, select Lines > LineClick Expense Entry Comments and then add the date and a new comment for the line. Click Close to return to the timesheet line and the Expense Sheet Comments FactBox field now displays the comment entered on that line.

How to enter attachments to an Expense Sheet

After completing the necessary fields on an expense sheet line, select the line to add an attachment and click the No link in the Attachments field. Click the Select File link then 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

The Alternates fast tab of the Resource Card allows you to set up impersonators or impersonates 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.

To set up an Impersonator on a Resource who can enter expense sheets on your behalf:
- Navigate to the Resource Card
- Select More Options
- Expand the second Navigate menu item
- Select Progressus Alternates
- Select Impersonator
- Select a Resource from the Impersonator Code field.
- Click back arrow to return to the Resource Card.
- Note that Under Alternates Fast tab, the option for Impersonator Setup is now enabled.
To set yourself to impersonate another Resource so you can enter expense sheets on their behalf:
- Navigate to the Resource Card
- Select More Options
- Expand the second Navigate menu item
- Select Progressus Alternates
- Select a resource from the Impersonates field lookup
- Click back arrow to return to the Resource Card
- Note that under Alternates fast tab, the option for Impersonator Setup is now enabled.

Entering 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:
  - Use the icon to navigate to Tax Areas.
  - Click New to set up new tax area codes and complete as required.
- When you enter 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 > Reopen Expense Sheet.
Click Yes to message "Open Expense Sheet?"
Click Yes to message "Expense sheet has been approved and is in project journal. Do you want to delete?"
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 fast tab 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.
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 include:
- 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.
1. 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 item.
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 Entries > Process > and then select either Post to post or Reject to reject the selected line, or Reject All to reject all the lines.
- If you choose to reject a line or a timesheet, select the line you wish to reject, then select Entries > Rejected Remarks and enter a remark to document the reason you rejected the timesheet or line.

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 a timesheet 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.
- To enable SMTP Email:
  - Select the icon, 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
- To add Mail Notifications for Rejected or Approved Expense Sheets:
  - Navigate to Role Center > Resource Setup > Mail Notifications > Expense sheet column.
  - 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.
To verify the Resource includes an email address under their Resource Card:
- Navigate to the Role Center > Resources > Resources.
- Select a Resource to open the Resource Card.
- Navigate to Personal Data FastTab > E-Mail. Make sure 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 fee. Credit Card Fees.

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.

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:
- Use the Search box to search for the expense sheet by your name.
- Use the Filter to filter displayed results by Expense Sheet Status = Rejected.
Click the Expense Sheet No. to select the expense sheet.
To view remarks about why the line was rejected:
- Highlight the line where the Expense Sheet Status = Rejected.
- Click Enter focus mode for this part icon.
- 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 the Exit focus mode icon.
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.