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Allocating Expenses
Allocating Expenses
Create Report Header Page
Create Report Header Page
Will Report Include Travel Allowances
Will Report Include Travel Allowances
Actual Expense Report Page
Actual Expense Report Page
Adding Expenses to Report
Adding Expenses to Report
New Expense Dialogue Box Details
New Expense Dialogue Box Details
Adding Additional Expenses
Adding Additional Expenses
Itemizing Hotel Expenses
Itemizing Hotel Expenses
Itemizing Hotel Expenses (Cont)
Itemizing Hotel Expenses (Cont)
Itemizing Hotel Expenses
Itemizing Hotel Expenses
Adding Out of Pocket Expenses
Adding Out of Pocket Expenses
Adding Attendees to a Business Meal Expense Type
Adding Attendees to a Business Meal Expense Type
Adding a New Attendee to a Business Meal Expense Type
Adding a New Attendee to a Business Meal Expense Type
Adding Attendees to a Business Meal Expense Type
Adding Attendees to a Business Meal Expense Type
Adding Out of Pocket Expenses
Adding Out of Pocket Expenses
Allocating All Expenses to the same account(s)
Allocating All Expenses to the same account(s)
Allocating All Expenses to the same account(s)
Allocating All Expenses to the same account(s)
Allocating Different Expenses to Different Accounts
Allocating Different Expenses to Different Accounts
Allocating Different Expenses to Different Accounts
Allocating Different Expenses to Different Accounts
Allocating Different Expenses to Different Accounts
Allocating Different Expenses to Different Accounts
Allocating Different Expenses to Different Accounts
Allocating Different Expenses to Different Accounts
Allocating Expenses
Allocating Expenses

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Allocating Expenses

Allocating Expenses.ppt
1 Allocating Expenses

Allocating Expenses

Allocating Expenses

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2 Create Report Header Page

Create Report Header Page

To access this screen, click on New Expense Report from your Expense Module Tab This page will come up and it is your report header page Fill out all pertinent fields Fields that have a left hand red border are required Click on the next button to move to the next step

Allocating Expenses

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3 Will Report Include Travel Allowances

Will Report Include Travel Allowances

This dialogue box will show when you click on the Next button on the report header screen If your report will include per diem expenses, click Yes. If not, click 'No'

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4 Actual Expense Report Page

Actual Expense Report Page

This screen is the actual expense report where you add your expenses for the month Click on an expense type

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Allocating Expenses

5 Adding Expenses to Report

Adding Expenses to Report

In this example, we chose Domestic Airfare The transaction date drop down box appears automatically; enter the transaction date Fill out all boxes with a red line on the left side as they are mandatory fields. Click 'Save' and choose your next expense type

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6 New Expense Dialogue Box Details

New Expense Dialogue Box Details

This is what your New Expense dialogue box should look like once you have finished entering all details Click 'Save' and then choose the next expense type Once you click 'Save,' the system will move the expense over to the Expense List on the left side of the screen

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7 Adding Additional Expenses

Adding Additional Expenses

You can now see that your first expense was added to your Expense List on the left region of the screen Choose a new expense type from the list and fill out the required fields In this example, we chose Domestic Hotel/Lodging; once we enter all required fields, click 'Itemize' because all hotel expenses are required to be itemized

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8 Itemizing Hotel Expenses

Itemizing Hotel Expenses

Since this is a hotel/lodging expense type, you will now itemize all expenses on the receipt The red icons that look like a stop sign are reminders that this expense type must be itemized Add your check-in and check-out dates. The system will auto-populate the number of days. Enter the room rate, tax rate, and any additional expense(s) on the bill Please note that the room rate, tax rate, and additional expenses are per night charges.

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These red Stop Signs are reminders that this needs to be itemized

Room Rate and Tax Rate Fields

Additional Expenses fields

9 Itemizing Hotel Expenses (Cont)

Itemizing Hotel Expenses (Cont)

Enter all required fields. When you enter the recurring charges, enter the room rate and additional charges (if applicable) for each night, not the total for the entire stay Now click 'Save Itemizations' and the expense will move over to the Expense List on the left side of the screen Once you click on Save Itemizations, the red stop sign warnings will go away

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10 Itemizing Hotel Expenses

Itemizing Hotel Expenses

This is what your itemization will look like on the Expense List side Notice that the amounts you entered for each night when you itemized the Domestic Hotel expense now appear as one total (300.00 in this example) with the detail amounts for each night listed below the total If you have different rates for each night, total the amount, divide by nights stayed, and enter that amount in the Amount field before itemizing. If you have an odd amount that will not divide out evenly, click save and then click on one of the itemized nights and change the amount to include the extra odd amount. Example: The total amount of your hotel bill was 582.03 and you stayed 4 nights; divide 4 into 582.03 which equals 145.50 per night with .03 remaining. Click Save and to make the itemization balance, open one of the itemized nights and manually adjust to 145.53 By clicking on the icon shown in the screenshot above, you can either show the itemizations in detail or hide the detail if you do not need to see the detail itemizations

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Notice these itemized amounts equal the total amount requested (300.00 in this example)

Icon you can click to see or hide itemization detail

11 Adding Out of Pocket Expenses

Adding Out of Pocket Expenses

Choose your next expense type In this instance, we chose 'Meal with Employee and Business Associate Attend.' Any Business Meal Expense type must include the names of all attendees Enter all fields with a red line as these are required You must add attendees which you can do one of two ways (shown on the following slides)

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12 Adding Attendees to a Business Meal Expense Type

Adding Attendees to a Business Meal Expense Type

Option One for Adding Attendees: You can click on the 'Favorites' tab to bring up a list of those attendees you have already entered into the system Click in the box next to the attendees name to add to your Attendees List. Be sure to check all appropriate attendees in your Favorites list Click on 'Add to Expense' and when the names show on the Attendees List, click Save

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Once you have chosen all attendees in your Favorites, click Add to Expense

Click on the box next to the attendees name

13 Adding a New Attendee to a Business Meal Expense Type

Adding a New Attendee to a Business Meal Expense Type

Option Two: If you have an attendee who you have not previously added to the system, click the 'Add New Attendee' tab in the New Expense box Enter all the fields and click 'Save'; if you have another new attendee, click 'Save and Add Another'

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14 Adding Attendees to a Business Meal Expense Type

Adding Attendees to a Business Meal Expense Type

Once you have chosen all attendees and have saved them, they will show in the Attendees box Click in the boxes next to the attendees names and click 'Save' Now go to your next out of pocket expense and choose your expense type

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Save Button

15 Adding Out of Pocket Expenses

Adding Out of Pocket Expenses

The expense type 'Meal with Employee and Business Attend' has now moved to the Expense List on the left If you have more out of pocket expenses, click on the expense type and fill in all the required information in the New Expense box If you are finished with your expenses, you must now allocate those expenses to their respective account(s)

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16 Allocating All Expenses to the same account(s)

Allocating All Expenses to the same account(s)

The next step is to allocate your expenses either separately if you are charging different expenses to different accounts or you can 'choose all' if you are going to charge all expenses on this report to the same account(s). The screen shot above shows all expenses being charged to the same accounts. To 'choose all' expenses, click in the box at the top next to the Date field Click on 'Allocate the selected expenses' in the right hand pane.

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To allocate all expenses to the same account(s), click in the box next to the Date field. Click on Allocate in the right hand pane.

17 Allocating All Expenses to the same account(s)

Allocating All Expenses to the same account(s)

This is the dialogue box that appears for you to do your allocations. Note that all the expenses on the report show on the left hand side pane and are grayed out showing that these are what you have chosen to allocate You can now add new allocations or just check the box next to the default allocation that comes from the report header and click Save, OK, then Done You can allocate by percent or amount by clicking Allocate By You can choose either a new org and the corresponding account for that org or you can choose your org again and charge a portion to another account in your org. ALWAYS make sure the Org number is the same in both Org boxes. The second Org field is tied to dept use codes; if you do not use dept use codes, the field will default to zero

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Click in this box to allocate these expenses 100% to the default account that auto-populates from the header page.

18 Allocating Different Expenses to Different Accounts

Allocating Different Expenses to Different Accounts

If you want to charge different expenses to different accounts, click on the expense you want to allocate (assign an account to) and then click the Allocate button in the Expense pane In this example, we chose to allocate Domestic Airfare only We will allocate the remainder of the expenses to other accounts after we finish allocating Domestic Airfare

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Click in the box next to the expense type you want to allocate

Once you have chosen the expense, click on the Allocate button

19 Allocating Different Expenses to Different Accounts

Allocating Different Expenses to Different Accounts

The grayed out expenses in the left pane are the expenses you need to allocate The example above shows that you currently only want to allocate the expense you checked To allocate to a new account, click Add New Allocation. Choose the org and account you want to charge the expense to. Be sure to change the org in the Org Dept Use field to match the org in the Organization field You can allocate by amount or percent by clicking on the 'Allocate By' button. You can change the amounts in each of the allocation boxes depending on the amount you want to charge each account In this example, we changed the automatic percentage calculation as we only want the first dept to share 10% of the cost Click Save, OK, then Done

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The grayed out expense that is checked is the item you are allocating

This is where you click to add new allocation

Make sure both of these Org fields contain the same org number

This field is where you can change amounts or percentages.

20 Allocating Different Expenses to Different Accounts

Allocating Different Expenses to Different Accounts

To allocate the remaining expenses to the same account(s), click in the box next to each expense and then click 'Allocate the selected expenses.'

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21 Allocating Different Expenses to Different Accounts

Allocating Different Expenses to Different Accounts

Notice we have changed the default org and account that auto-populated from the header page to a new org and account When you choose another organization, a connected list 'behind the scenes' updates your account selection to the accounts rolling to the org you chose You can charge another org (cross-allocate) within your division if another org is assuming a portion of the cost Click Save, OK, then Done

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Be sure the org number in both the Organization field and the Org Dept Use field are the same.

This is where you can change the default org that auto-populates from the header page if you do not want to charge your dept

The accounts associated with the new org will show in this box and you will choose the appropriate account.

22 Allocating Expenses

Allocating Expenses

You can now see that all expenses have been allocated as indicated by the colored pie chart in each expense. You are now ready to upload or fax your receipts and submit your report. If the pie chart is colored blue and grey, the expense is not allocated 100%. Click on the expense and reallocate. Now upload your receipts and submit (See separate instructions for this process which is included on the Create a New Expense Report presentation)

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The red, green, and yellow pie chart shows the expense was 100% allocated.

Allocating Expenses
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