Expense Lines
A line that needed a receipt and has none is the commonest reason a claim is queried, so the board says so on the face of it.
Where to find it
- Module: Accounting
- Group: Spend & Risk
- Section: Travel & Expense
- Screen: Expense Lines
Address in the console: /accounting/expense-lines
List · 18 columns · 36 fields on its form · 4 of them required · 2 actions
What the list shows
These are the columns of the list, in the order they are drawn. Any of them can be sorted on, filtered on, hidden, or exported.
| Column | Kind | Field name |
|---|---|---|
| Claim | Code | report_no |
| Line | Number | line_no |
| Date | Date | expense_date |
| Type | Code | expense_type_code |
| Merchant | Text | merchant |
| Description | Text | description |
| Ccy | Code | currency |
| Amount | Amount | amount |
| In base | Amount | base_amount |
| Tax back | Amount | reclaimable_tax |
| Paid by | Status | payment_method |
| Receipt | Yes or no | has_receipt |
| Receipt missing | Yes or no | receipt_missing |
| Breaches | Number | violation_count |
| Approved | Amount | approved_amount |
| Reduced | Yes or no | was_reduced |
| Billable | Yes or no | is_billable |
| Status | Status | status |
The form
What is asked for when a record is created here. Required fields are marked; a choice drawn from a configuration list is one an administrator can extend without a release.
| Field | Type | Choices | Notes |
|---|---|---|---|
| Claim required | Choice | Looked up from existing records | |
| Line | Number | ||
| Category required | Text | The free-text category Supply Chain has always used. Pick the master below as well and the accounting and tax treatment follow from it. | |
| Expense type | Choice | Looked up from existing records | |
| Date required | Date | ||
| Description | Text | ||
| Merchant | Text | ||
| City | Text | ||
| Country | Text | ||
| Currency | Choice | Looked up from existing records | |
| Amount required | Number | ||
| Exchange rate | Number | ||
| Tax | Number | ||
| Tax code | Choice | Looked up from existing records | |
| Recoverable tax | Number | ||
| Quantity | Number | ||
| Rate | Number | ||
| Distance | Number | ||
| Distance unit | Choice | km, mile | |
| Nights | Number | ||
| Attendees | Number | ||
| Attendee names | Long text | Entertainment without the attendees named is not deductible. | |
| Cost center | Choice | Looked up from existing records | |
| Project | Choice | Looked up from existing records | |
| Work breakdown element | Choice | Looked up from existing records | |
| Account | Choice | Looked up from existing records | |
| Customer | Choice | Looked up from existing records | |
| Billable | Yes or no | ||
| Personal — not claimed | Yes or no | ||
| Paid by | Choice | personal, corporate_card, company_paid, cash_advance, central_billing | A corporate-card line reimburses nobody: the company has already paid it. |
| Card charge | Choice | Looked up from existing records | |
| Booking | Choice | Looked up from existing records | |
| Receipt | Choice | Looked up from existing records | |
| Receipt reference | Text | ||
| Receipt attached | Yes or no | ||
| Justification | Long text |
What you can do here
Compute a per diem
Days, place and grade into an amount — with the meal deductions everybody forgets and every auditor checks.
Asks for: Country City Grade From* To*
Compute mileage
Asks for: Country Distance* Vehicle type Already claimed this year
* required
The rules that apply here
Everything on this screen obeys the platform rules rather than rules of its own. The ones worth knowing before you use it:
- Narrowing a list — search, conditions, sort, totals, export and saved views.
- What may be changed — the five grounds a record may not be edited on.
- Companies and business units — what the switcher above this list is doing to it.
- Creating a record — required fields, where choices come from, and how the number is allocated.
- Importing a spreadsheet — this screen accepts one, and it runs through the same rules as typing.