This tab provides general information on an Employee Expense Report: an employee reporting the business expenses or requesting a refund on such expenses, the entity for which the employee works, the date of the report.

On this tab, the following fields are required: Employee and Entity.

The "Employee Expense Report (create)" form. The Main tab

In the Employee field, specify the employee who reports the business expenses. Notice the GL accounts (presented as a link) to the right of the field. Click the link to view the default GL accounts (Prepaid Business Expenses Account and Unpaid Business Expenses Account) assigned to the employee.

<Auto> in the Number field indicates that a number to this document will be assigned automatically when you save the document.

The From field is populated automatically with the current business date. You can select another date, if necessary.

In the Entity field, select an entity of your company for which this document is being prepared. The Entity field is available if the Multi-Company Accounting option is selected on: Administration > Settings> General Settings. You can select your personal default entity to appear in documents; for this, refer to Personal Settings. If you have not selected your default entity, the entity defined first will be used as the system default value.

The Basis field is auto-populated if this expense report was created on the basis of a document of the following types: Bank Payment, Cash Payment, Cheque Issued, and Goods Receipt Note (Goods Receipt Notes are if the Separate Inventory and Financial Documents option is selected on the Administration > Settings > General Settings form). If needed, you can manually select the basis document from the list of available documents (for this, click Show all from the drop-down list). Once the basis document is selected, the data is copied to this expense report. If, after you edited the document, you want to cancel the edits, click the Fill in button – the details from the basis document will be copied to the expense report.

In the Comment text box, you can specify some additional information.

Notice a link representing the default (accounting currency) and the default VAT option (AED, Out of Scope –  in the screenshot above) below the Basis field. Click the link to change the currency of the document or select another taxation option. This invokes the Currency dialog box.

The Currency and Prices dialog box

In the Currency field, view the default currency of the expense report; select another currency if needed. Make sure that the correct exchange rate and conversion factor will be used.

Select the Recalculate Prices by Currency option to have the prices recalculated in the selected currency; clear the check box if you will enter the prices manually.

In the Taxation field, select one of the following options: Out of Scope or VAT Applied, as the taxation option most appropriate for the listed transactions.

Select the Prices Include VAT option if you will specify prices with the VAT included.

Click OK to apply the changes and close the dialog box. Click Cancel to discard any changes and close the dialog box.

The document totals and other information

At the bottom of the form, the VAT field is populated with the VAT amount calculated for the document, the Paid field shows the total amount paid to the employee as advance payments, and the Spent field shows the total amount calculated on business expenses listed in this report.

Also, at the bottom of the form, you can view who created this document and the current status of the document; it can be one of the following:

• New (document was created, but not recorded to the database)
• Not Posted (document was recorded, but not posted)
• Posted (document was posted)
• Marked for Deletion (document was marked to be deleted)

The toolbar buttons

After entering some data on the tab, click the Save button to save your work. After filling out all the tabs, click Post to post the document without closing it or Post and close to post and close the document.

Use the Settings button to change the position in document of the Requistion field.

The Document Settings dialog box

Once you are done with option selection, click OK to save the settings and close the dialog box or Cancel to close the dialog box without any changes to the settings.

 
To create a document based on the expense report, click the Generate button and select the required document type:

• Additional Expenses: If you need to register some of the business expenses as additional expenses (landed costs) incurred for specific inventory items.
• Bank Payment: If you need to reimburse the employee for the business expenses by depositing the funds to the employee's bank account.
• Cash Payment: If you need to reimburse the employee by paying cash.
• Cheque Issued: If you need to reimburse the employee by cheque.

For descriptions of other buttons, see Document Toolbar.