Add New Expense

Before an expense report can be submitted, it must include the related expenses. Expenses are individual items or transactions that constitute the content of an expense report. These expenses can include receipts, invoices, or records of business-related costs. The expenses are compiled within the report to provide a comprehensive overview of the user's spending for reimbursement, accounting, or auditing purposes.

To add Expenses to an Expense Report, you must Create a New Expense Report first.

There are several ways you can create an expense:

Manually
Through a transaction
Through a scanned receipt

Manually Creating Expenses

If the expense report has already been created, select it from the Expense Reports section.

Once selected, the navigation bar will display all available options for the selected expense report, including the option to Add New Expense.

Select the Add New Expense option, and a report window will open, prompting you to provide the necessary details for the corresponding expense.

The Expense details can include:

Date Incurred: The date when the expense occurred. For scanned receipts, this should match the date read from them.
Category: Select the category the expense belongs to from the drop-down list. If categories are missing, contact your administrator.
Vendor: Select the vendor’s name from the drop-down list. Some categories require choosing pre-approved vendors. If the pre-approved vendor still needs to be set up, you may manually input the vendor’s name.
Payment Type: Select from the list of Payment Types approved by your company.
GL Code: Enter or select the GL (General Ledger) Code for this expense. If the GL Codes are not already set up, you will get an error; contact your administrator to configure the GL settings.
Project: Select the related project if applicable. This may be predefined or disabled by your administrator. Learn more about Projects here.
Personal Expense: Check this box if the expense is a personal expense. Personal expenses are not reimbursed. Personal expenses made using a corporate credit card will be flagged as requiring repayment by the user.
Receipt checkbox/ Enter Reason: This checkbox is typically auto-checked, if you don't have a receipt, uncheck the box and enter the reason for the missing receipt in the Enter Reason field.
Description: Enter the details of the business purpose of the expense.
Notes: Enter additional information about the expense, such as attendees for a meal.
Units: Enter the quantity related to the expense. Such as a number of items or attendees.
Cost Per Unit: Enter the price of the expense per unit or item.
Currency: The currency of the expense. Your default currency will be pre-selected, but can be changed if the expense is in another currency.
Exchange: Shows the exchange rate if the expense was in a different currency. The rate of exchange for the selected currency will be displayed as per the Xe: Currency Exchange Rates and International Money Transfers license.
Taxes: Select the applicable taxes according to the receipt. Multiple options can be selected.
Receipt Total: The total amount for this expense line item.
Total: The total amount on the receipt. Note that the receipt total and the total amounts can be different if, for example, a tip was left on top of the receipt total in a restaurant.

Important! If any information from the Units to Total fields is modified, all the related fields will also change.

Finalizing the Expense

Once all the required information is entered, click the Save button from the upper menu of the window.

Comments can also be added to the expense by clicking on the Comments button. Comments are automatically saved and help provide further context.

Navigating Expense Options

After saving your first expense, the navigation menu will update to show additional actions for managing your expenses. You can also access this menu from the Expense Manager by selecting any expense belonging to an expense report.

For mobile app instructions, please refer to this article.