ExpenseWire User Guide Submitters Edition Creating an Expense Report

Contents Click on the topic you would like to jump to or continue to the next slide: Create an Expense Report Adding a Line Item Adding a Line Item from Credit Cards Split a Line Item Adding a Receipt Policy Violations Submitting an Expense Report

Create an Expense Report Return to Contents From the login screen, you can create an expense report several different ways:

After selecting one of the previous options, the Adding an Expense Report form will display. All fields with an * are required to continue. **Please note that your form may vary slightly from this example.** The Expense Title will name the expense report. Typically, this is a summary of your expenses. Submitter is the person whom the report is created. Location is where the expenses were incurred. The cities in this field are pre-populated and you will need to select from the list that is generated. The customer field is a pre-populated form to which you can associate your expenses. Select the magnifying glass to search a list of possible Customers. The Division and Department fields are in relation to the part of the organization which your expenses are associated. The Purpose is an optional field which you can describe the reason for the expenses. The Cash Advanced field should only be used when an advance was given for the expenses to be entered in this report. The Cash Advanced amount will be deducted from the Reimbursable total of the expense report. Default Currency is the currency in which the expenses were incurred.

Once you have filled in the form, you have the options to Save + Add Items, Save + Close, or Cancel. Save + Add Items will save the report and load the line item form to begin adding items to the expense report. Save + Close will save the expense report and then open the expense report. Cancel will clear, and return to the Home tab without saving the report.

This form can be accessed and edited after the report has been created. *It must be in the Unsubmitted or Denied status to edit the information.* With the expense report open, select Edit this expense report.

Creating a Report as a Delegate Return to Contents To create a report as a Delegate, you will need to change the Submitter. Anyone that has set you up as a Delegate will be available in this list. Simply choose the user this expense report is for. Be sure that all additional fields are entered as a reference to the submitter and not yourself.

Adding a Line Item Return to Contents To enter an expense, you will need to add a line item. There are two ways to do so:

The Expense Date will be the date the expense was incurred. Location is where the expense was incurred. The cities in this field are pre-populated and you will need to select from the list that is generated. The customer field is a pre-populated form to which you can associate your expense. Select the magnifying glass to search a list of possible Customers. The Division and Department fields are in relation to the part of the organization which your expense is associated. The Expense Type is a list of options your company has generated. This is what best describes the category your expense would be categorized. The description field is where you can elaborate on the expense. The Payment Type is how you originally paid for the expense. The Reimbursable check box determines whether you will receive funds for this expense. If this box is grayed out, it means that based on the Expense Type and Payment Type chosen, you do not have the option to change this. The Amount field is used to enter the amount of the expense. The Currency field is a list of possible currencies that this expense was originally incurred. The amount entered in the field above should reflect the currency it was entered in.

Once the form is complete, you can Save + Add, Save + Close, Save + Split, or Cancel. Save + Add will save this line item and bring up a new Adding a Line Item form. Save + Close will save this line item and return to the expense report. Save + Split will save this line item and open the Split Wizard. Cancel will close this line item without saving and return to the expense report.

Adding a Line Item from Credit Cards Return to Contents If an expense report has not been created, use the link from the Home tab.

If the expense report has already been created, you can begin the import process from two locations.

Select Change date range if a new range needs to be displayed. If a transaction has already been imported, it will be grayed out and display which report it is in. This transaction cannot be imported a second time. To jump to that report, select the link. To select each transaction individually, check the box. The expense type field will then unlock, and an expense type can be associated. To check all available transactions on the card, select the checkbox and all transactions will be selected as well. Cancel and return to the previous screen. Select next and proceed to the next step of the import.

After selecting Next, it will then ask you to confirm where to import the transactions. You are able to import the transactions into an existing Unsubmitted expense report or create a new report. Select to import the transactions based on the above selection. Select to go back to the list of transactions available to import.

Split a Line Item Return to Contents After adding a line item, you can split the expense into multiple items. From the Adding a Line Item form, select Save + Split. From the expense report, hover over the Open icon and select Split

When splitting a line item, the Original Item will be one of the items you are splitting out. THE ORIGINAL ITEM CANNOT EQUAL 0. Select to add a new item. Enter the information as you would for creating a new line item. The amount entered will be deducted from the original line. In this example, the Child Item was my portion and the Original Item will be the remainder of the bill, which would be the client s portion. You have the option to remove a line item you created. This will add the entered amount back into the original line item. Also, to create another split item, select the link, and follow the same steps. First select how you would like to split the expense. Once the split is complete, Save Changes.

If you would like to edit the Original line after the split has been made, simply hover over the open icon and select Edit.

Adding a Receipt Return to Contents There are several different ways to add a receipt to an expense report, depending on your company s system settings. To associate a receipt with a specific line item, select the receipt icon.

Adding a Receipt Return to Contents There are several different ways to add a receipt to an expense report, depending on your company s system settings. To associate a receipt to the report, select the Receipts tab and then Upload Receipt Document.

Before adding a receipt to an expense report, you must first scan the receipt and save the file to your computer. Make sure the file is 7.5MB or less. We suggest saving the receipt as a PDF or JPG file. Anything over 1MB can take several minutes to load, please be patient. Select Browse and select the file you wish to upload to ExpenseWire. Name the document something you will remember in reference to this specific file. If desired, add an additional description for the file. Select I Agree + Upload to add the file.

Once a file has been uploaded, it can be seen in the Receipts tab. Edit will allow you to edit the Title and Description of the file. Drop allows you to remove the file from the expense report. Once this is done, it is not recoverable within the application. Open allows you to open the file with a program on the computer. View allows you to view the file in a new web browser window.

Receipts that have been loaded can be associated to multiple line items. Hover over the Open icon and select Edit.

Any Receipts that you have added to the expense report will be available to associate. Select the Receipt dropdown. Choose the Receipt you wish to associate. Be sure to Save + Close.

If the receipt was attached at the line item level, a green check box will appear next to that specific line item.

Policy Violations Return to Contents Based on your company s policies, there may be rules in place to show violations of these policies. Before submitting an expense report, you will want to check for any violations. If a policy has been violated, you will find a red icon with the corresponding line item

Based on your company s policies, there may be rules in place to show violations of these policies. Before submitting an expense report, you will want to check for any violations. To view a policy violation, you can access the Violations tab or hover over the Violation icon.

Submitting an Expense Report Return to Contents Once the expense report is complete, you can Submit for payment.

A note can be added for the Approver(s) and Payor(s) to see. Submit the report to the Parent Approver and also print the expense report. Cancel the submittal and return to the expense report. Submit the report to the Parent Approver.