Mass Update SelectCreating a new expense sheet is the first step in the Expense Sheet Workflow. You can also edit existing expense sheets by selecting any Expense item under the Outstanding Transactions heading on the Dashboard. Open expense sheets are those that have already been created but have not yet been submitted for approval.
Required fields are denoted with a red star next to the field name on the screen.
Select Approved Travel Requests
The Attachment(s) button will only appear when the 'Enable Header Attachment' System Setting is enabled.
Available when users have been provided access to the 'Mass Line Change' Security option.
User whose work hours are recorded on this expense sheet.
Identification number for the selected Employee as defined on their WorkPlace Security profile.
Type in or select from the Zoom Window a valid Organization Code. The location of the Organization field; header or line will depend on the 'Organization by Header' System Setting. This field will be required when the 'Enable Organization GL Integration' general System Setting is enabled.
Starting date of the Time Period for the Expense Sheet. Time periods are setup in Time Period Maintenance. Also, time periods are only available if they fall on or after a users hire date which is specified in Security Maintenance.
This value is computed based on the selected Period From date.
Period from and to are only available if Require Time Periods is checked, see System Settings - Expense Tab for more information..
Home Department of the Employee. If Department is by Header (see System Settings - Expense Tab) then this value is selectable. Otherwise the Department can be selected at the line level.
Valid values are "Expense" and "Travel Request". When the Type is "Expense" the standard expense processing behavior applies. Creating an Expense Sheet with the Type of "Travel Request" is used to gain pre-approval for upcoming travel expenses. Fully approved Travel Requests are available to be select to load as a new expense sheet line on an open Expense Sheet. The line amount differences between the loaded pre-approved travel request line and the new expense sheet line are displayed and can be routed for approval based on any discrepancies. Expense Sheets with the Type of "Travel Request" are not included in any budgets.
Name of User who entered the expense sheet.
Date the expense sheet was entered.
User Defined List 02 is defaulted from security for the current user.
Total amount of the price field on all line items. When Multi-currency is licensed, Expense Sheets with multiple line currencies selected will display each currency total comma delimited with the associated currency symbol. This field will not be displayed if a 'Reimbursement Currency has been selected in System Settings.
Displays the total amount of the Expense that is reimbursable to the Employee based on the selected Payment Methods at the line level. When Multi-currency is licensed, Expense Sheets with multiple line currencies selected will display each currency total comma delimited with the associated currency symbol.
The caption of this field can be changed via System Settings and is a free form text field.
Select this checkbox and click Save on the Document Toolbar to remove a line item.
Mass Update SelectThis selector will be displayed to users that have been provided access to the 'Mass Line Change' Security option to mark lines that will be updated when clicking 'Update Selected & Close' from the Mass Line Change page.
Line item attachment.System assigned line number.
The date that the cost was incurred for a line item.
This field is only available when integrated with WorkPlace Project Accounting. Type in or select the bill type to be used for the Expense Sheet line to provide additional information on how the associated expense relates to a project for reporting or billing purposes. Bill Type values will be based on your WorkPlace configuration and associated EAIC. When integrated with the WorkPlace Project Billing solution, for example;
Billable: The expense entry will appear on an invoice as billable.
Non-Billable: The expense entry will appear on an invoice with no rate assigned.
No Charge: The expense entry will be associated to the project but will not appear on an invoice.
This field is only available when integrated with Dynamics GP Project Accounting. A Project Number from an active GP project.
This field is only available when integrated with Dynamics GP Project Accounting. A Cost Category ID active GP for the project and/or contract
This field is only available when integrated with WorkPlace Project Accounting. Select a valid Project ID from the zoom window. If modified during System configuration, this field label may vary.
This field is only available when integrated with WorkPlace Project Accounting. Select a valid Phase ID from the zoom window. If modified during System configuration, this field label may vary.
This field is only available when integrated with WorkPlace Project Accounting. Select a valid Activity ID from the zoom window. If modified during System configuration, this field label may vary.
A short text explanation of the expense.
Select or type the bill type to be used for the expense.
Quantity or number of units.
Travel Route MapThe map button will be available when WorkPlace Expense is licensed with the Maps interface. The button will allow users to access the Travel Route page for mileage expenses. Clicking the button will open the Travel Route page when an Expense Type has been selected with the Enable Map to Calculate Distance (Quantity) option enabled and a valid date has been entered on the line.
Per unit cost of this line item. When interfaced to GP this field is limited to the currencies decimal precision.
The reimbursement currency for the Expense line that will default in the following order.
Currency ID of the Vendor assigned to the employee within Security
Default Currency ID from the User's assigned User Defined Field Template (UDFT) if one assigned
Currency for the Vendor assigned to the Payment Method selected for the Expense line if one is assigned
Extended total of Price x Quantity for this line item. (If an approved travel request has been loaded to the expense sheet line, the original pre-approved amount of that travel request line will also be displayed, in green text, to the right of the Amount field.)
This field is only available when Intercompany is registered. Enter or select the target company for the Expense line. The Target company will influence the G/L Accounts that are available for selection.
The location of the Department field; header or line will depend on the System Setting. This field will be populated with the Home or default department for the user based on User Security and/or the User Defined Field Template which also determines whether the field is read-only or the user can select from the department list.
Type in or select from the Zoom Window a valid General Ledger Account number.
When interfaced with the Dynamics GP Project Accounting module, selection of a G/L Account is only available for non-project lines. Upon save, the G/L Account will be overridden and displayed for informational purposes when a Project and Cost Category is selected based on the GP Project Accounting configuration. When no Project is selected, the G/L account selected will be used when generating the associated distributions for non-project expense lines upon Batch Process.
This field is only available when "Card Name Selection" is licensed and wheen using the WorkPlace Enterprise Dynamics GP integration. Type in or select from the Zoom Window a valid Card Name from GP. When a card name is specified it will be passed over to the GP Accounts Payable transaction. The entire amount of the line will also be allocated to the Credit Card.
Enter or select an expense type from the zoom window.
Enter up to 20 alphanumeric characters to indicate the method of payment - Cash, Company CC, etc.
A method of transportation for goods or services, such as Air, Truck or UPS.
When interfaced with the WorkPlace Budget module, this field appears on the General tab and toggles with the active Expense line. Type in or select the appropriate Budget for this line item.
When interfaced with the WorkPlace Budget module, this field appears on the General tab and toggles with the active Expense line. The budget apply date will default upon selection of a Budget and, if desired, the user can change the budget period application date for this Expense line. The date entered or selected must fall within an appropriate date range established on the WorkPlace Budget.
Enter or select an Event from the zoom window. This field will be displayed with the caption assigned to the 'Event Label' Expense System Settings. This field will be populated automatically for new lines if a default Event has been selected for the user on the Security General tab.
The cost of transporting goods via the shipping method.
Enter costs here that are not appropriate for other entry fields.
A Contract Number from an active Project Series contract.
Type in or select from the Zoom Window a valid Card Name from GP. When a card name is specified it will be passed over to the GP Expense Transaction or GP Accounts Payable depending on the Expense interface. The entire amount of the line will also be allocated to the Credit Card.
This field defaults from the Expense Type and can be overridden with a manual value. On processing the tax scheduled specified will be used to compute the related taxes.
This field is available when the Expense solution is interfaced to Accounts Payable and the 'Enable Advanced Tax' option has been checked on the Expense tab in System Settings. This read-only field will display the additional calculated tax based on the amount and Tax Details for the expense line. The details for this calculation are available to view and update for users with assigned Security to the Tax Detail page and will be the total tax amount where the 'Tax Included' option is not checked for an assigned Tax ID.
This field is available when the Expense solution is interfaced to Accounts Payable and the 'Enable Advanced Tax' option has been checked on the Expense tab in System Settings. This read-only field will display the total tax amount included in the Price that was calculated based on the associated Tax ID's for the line. The details for this calculation are available to view and update for users with assigned Security to the Tax Detail page and will be the total tax amount where the 'Tax Included' option is checked for an assigned Tax ID.
This field is available within Multi-Currency environments for users to enter the Receipt Amount in the originating currency. By default, this value will be updated upon any change to the expense amount (i.e. quantity, price or currency). Upon changing the Receipt amount, the actual exchange rate for the line will be recalculated based on the configuration of the 'Default Receipt Amount when Expense Amount Changes' and 'Override Price when Receipt Amount Changes' Expense System Settings. This field will not be displayed if a 'Reimbursement Currency has been selected in System Settings.
This field is available within Multi-Currency environments for users to select the originating currency of the Expense. This value will default to the users' reimbursement currency but can be changed to reflect the currency in which the expense was paid and that appears on the receipt. This field will not be displayed if a 'Reimbursement Currency has been selected in System Settings.
Receipt Amount and Currency fields and functionality are available when WorkPlace is interfaced to Dynamics GP Accounts Payable. These options are not available for the Dynamics GP Project Accounting Interface.
When loading Expense lines using the 'Select Travel Requests' option, this field will display the Travel Request and Line Number that the approved travel request was created from. For manually entered Expense lines, this field is available to select from any open and approved Travel Request line. If a Travel Request has already been consumed on other Expense Sheets, it will not be available for selection.
The 'Allow Travel Request Across Multiple Lines' System Setting will determine if an approved Travel Request line can be selected multiple times. When enabled, a single Travel Request line will be able to be selected on multiple Expense lines until the total travel request amount is consumed. Once the total Expense lines associated to the Travel Request equal or exceed the original approved Travel Request amount, the line will no longer be available for selection. When this setting is not enabled, once a Travel Request line is associated with an Expense line, it will no longer be available for selection.
Type in or select from the Zoom Window a valid Organization Code. The location of the Organization field; header or line will depend on the 'Organization by Header' System Setting. This field will be required when the 'Enable Organization GL Integration' general System Setting is enabled.
Drives the tax and pricing by Country functionality associated with the Expense Type.
Free form text box.
This tab is available when Advanced Account Lookups is licensed to provide an alternative method of entry for the G/L Account by selecting segment values individually. Each active GL segment that the user has access to will be available for entry or selection. The field labels will be displayed based on the GL Segment setup and when a valid Segment ID is selected, the associated description will be displayed below each field. Valid entries for each field are determined based on the Dynamics GP chart of accounts. Once all segments are populated, the G/L Account field will be updated. If the user selects a G/L account, the G/L Segment fields will be updated automatically.
This tab is available when Advanced Account Lookups is licensed. Each active GL Segment that the user has access to will be available for entry or selection of up to 15 Segment ID values. The field labels will be displayed based on the GL Segment setup. When a valid Segment ID is selected, the associated description will be displayed below each field. Valid entries for each field are determined based on the GL Segment Relationships setup and maintained within GL Segment maintenance.
AttachmentsThe inline attachment viewer will be displayed on the right hand side of the page when enabled through System Settings. The Attachments pane will display header and line level files for the selected line. If multiple files are available to view, they can be selected using the drop down field which will display the description and file name for the attachment. Only supported file formats (i.e. PDF, BMP, GIF, EXIF, JPG, PNG and TIFF) are able to be displayed in the Attachments viewer.
Line ActionsOpen the Attendee page to allocate the expense line amount for Attendee Tracking. This button will only be available if the user has been assigned access to the 'Attendee' processing option in Security.
Only available when Expense is scripted against Accounts Payable.
Only available when Expense is scripted against Accounts Payable and the 'Enable Advanced Tax' System Setting has been disabled.
Only available when the user has been assigned permission to the Tax Detail processing option in Security, Expense is scripted against Accounts Payable and the 'Enable Advanced Tax' System Setting has been enabled.
