The Travel Expenses page tracks reimbursable expenses for users
who travel, and also for users who get company reimbursement for
purchases or other services.
PLEASE NOTE that Security needs to be set on this page so
that users only see their own records, which is the "[Owner]" level.
That way no one sees or can report on anyone else's data and it
appears to those users that the Travel Expenses ONLY has THEIR data
in it. However, managers & system administrators will want to be
able to see ALL employee's expenses, which they can as they have
access to everything. Security is also applied when printing
reports.
Please click here for general
information about using the Toolbar, Form and Fields.
How It Works
The fields on the Travel Expenses form manage data in these ways:
Charge To Company - Select the company name for which this
expense is made. If you are entering an expense that is incurred for
YOUR company, select your company name. Otherwise if this expense is
chargeable to another company and will be billed back to them,
select that name from the list.
Created By/For - Select the name of who incurred this expense
and will be reimbursed for it. Typically this will be YOUR name, but
you can enter expenses for another user as well. You should set the
default (right-click) on your name so that you don't have to select
it each time.
Transaction Date - This defaults to the current date, but you
can enter the actual date of the expense if different. Double-click
in it to choose a date from the calendar.
Payment Type - Select the type of payment from the list, or
add a new User Value by clicking the button (requires specific
Security access).
Paid To/Received From - Enter who you paid or received the
dollar amount to/from.
Expense Category - Select the expense type (category) that
this expense belongs to. Users with Security Access to do so can add
new Categories by clicking the button next to the drop-down list.
Travel Location - Enter the name of the city/state of the
expense.
Travel Purpose - Enter a brief reason for the expense, such
as "Trade Show" or "Sales Demo". This is an autotype field, which
will help you enter similar values for making searches easier.
Other Info - This is a memo field; you can enter as much
information about this expense as you want. Double-click in the
field to open a large edit window.
Amount Paid - Enter the amount you paid for this expense.
Amount Received - Enter the amount you have already been
reimbursed for in this field.
Total Amount & Balance - These are calculated fields and will
be updated when you save the record.
Payment Status - This defaults to 'Ready to Pay'. If this
expense is NOT to be reimbursed, choose 'Do NOT Pay'. When this item
has been reimbursed, it can be changed to 'Paid'.
Invoice Status - This defaults to 'Do NOT Invoice', but can
be changed to 'Ready To Invoice' if this expense is to be formally
billed back to the company. It can be changed to 'Invoiced' when
it's been moved to Accounting. NOTE: This field
will only be displayed in systems which use the Accounting
Department.
