How do I use expense sheets?

Question

How do I use expense sheets?

Answer

Overview

In Pacific Timesheet users can find expense sheets to create and submit export reports in their desktop/laptop browser application as follows: or using the Pacific Time or Pacific Crew apps:

• After logging into the Pacific Timesheet desktop/laptop browser application, navigate to the My Expenses tab
• After logging into the Pacific Time or Pacific Crew apps, tap on the Expenses tab

My Expense Sheets is where you enter expense items into your Expense Sheets. You can find your Expense Sheets and search using a time period in the Time Period pick list. When you are drilled into an expense sheet you can also move back and forth between sheets by clicking the next/previous buttons. You can also select a start and finish date when searching for expense sheets.

An Expense Sheet has a status, which can be Open, Submitted, Approved or Rejected. The Open status allows you to add and enter expense items and their details.  When you have finished filling out your Expense Sheets you submit them by clicking the Submit button. This which changes your Expense Sheets status to Submitted. Submitted Expense Sheets cannot be edited.

Submitted Expense Sheets can be reviewed and approved by approvers. If the manager finds a problem with an Expense Sheet they might reject it, which will revert the Expense Sheet back to its Open status, allowing you to correct any problem.

If your Expense Sheet status is Open you can delete it and start over with a new one by clicking the Delete button.

Expense Sheet Views

In the tools button to the right of the expense page, you can set your expense views to Expense Sheets or Expense Entries. The Expense Sheets view allow you to create an Expense Sheet by clicking on the Add button. The Expense Sheet which lists each expense in the expense sheet vertically. There is also a Printable View that can be found using the tools button which can be suitable for printing and signing by your manager if a hardcopy expense sheet is required.

Expense sheet setup

When creating an expense sheet, you will fill in a set of important field values that describe the properties of the Expense Sheet.  

Employee Name

When you create an expense sheet, the system will automatically populate the Employee field with your name. Clicking your name will show a dialog with your employee mini-profile, that contains key information about your employee profile.

Sheet Description

The Sheet Description field, a required field, is entered at the top of the Expense Sheet. This allows you to provide a useful description of the expense sheet that will distinguish it from other expense sheets.

Total Reimbursement

The Total Reimbursement field is a required field when multicurrency is enabled. Below the Total Reimbursement heading is a total reimbursement value. This value is link with the format of CURRENCY value. For example, $1,500.00 in Canadian Dollars will appear as CAD1,500.00. You can select a different reimbursement currency by clicking on this link and selecting a different currency from the currency pick list.  This list of currencies is managed by your system administrator. If a reimbursement currency, that you need, is missing, contact your system administrator for help.

Date

The Date fields record the start and finish dates, or the date range, of your Expense Sheet. Individual expense entries in the Expense Sheet will be coded with an expense date that fall within this date range.

Notes

The Notes field is where you complete a detailed note for approvers regarding the expense sheet. 

ID

The ID field is a read-only system-generated unique expense sheet ID used to track your expense sheet from creation through to final approval.

Expense Sheet Rows

Each expense entry can be added by clicking the Add Expense button. You might be required to enter certain required fields such as client or project within the expense entry.

Once you have added expense entries, you can also delete one or more rows at a time by checking the desired rows on your Expense Sheets and then clicking the minus or Delete Row button found on the far right of each expense entry row. You can also reorder expense entries by clicking the handles on the far left of each row and dragging it into a different position on the expense sheet.

Choosing Work Items

Your Expense Sheets may be configured for you to choose a Project, Task, other work items, or other additional properties for each time entry. The exact set of properties you need to choose will depend on how your system is set up. Choosing a Project, Task etc. will pop up the dialog which allows you to choose any level work item by scrolling down the list. When you start typing in the Search box, the system will return a filtered list as you type.

Expense Sheet Status

On the expense sheet summary page, to the right of each expense sheet row there are status icons. If the expense sheet is Open, an unlocked icon will appear next to the approvals columns. When you submit the expense sheet unlocked icon will become locked. As different approvers approve the expense sheet, check marks which are tool tips will appear to the right of the lock icon. You can hover your mouse over the check mark to see the time/date and approver details. 

Expense Sheet Row Fields

The expense sheet has various properties to help you visually understand expense details on the expense sheet.

Row Number (#) 

The Row Number column indicates the row number for each entry. You and your approvers can refer specifically to these row numbers when expense line items are rejected.

Date

The Date field, a required field, refers to the date when the expense was incurred. 

Expense

The Expense field, which is a required field, is a pick list where you select the expense type for the expense entry. The expense lookup dialog allows you to search by typing in a search box which will automatically return matching expense types by name, ID or description. Expense types will be memorized in your expense field pick list for future use.

Description 

The Description, also a required field, is to provide a detailed description of the expense entry.

Quantity 

The Quantity field is meant for expense types, such as miles, that require a quantity value. For a miles expense type, a set unit amount will calculate the total amount as follows: Quantity X Unit Amount = Amount. Where the quantity is empty, the system will assume a quantity of 1.0, and will allow you to enter and save the full amount in the Amount field.   

Unit Amount 

The Unit Amount field is meant for certain expense types, such as miles, that require a unit amount value that is multiplied times a quantity value. In this case, the unit amount can be set in the expense type profile under unit amount. For other expense types, the unit amount can be editable by the employee. This is also setup in the expense type profile.

Expense Item Currency 

The Expense Item Currency field is selected from a pick list of currency values. The expense item currency value will be used to convert the expense item amount to the reimbursement currency amount.

Amount 

The Amount field is the amount of the expense entry. The amount is entered in the expense currency.

Receipt Image 

The Receipt Image allows you to attach an image of the receipt for the expense entry.

Reimbursable 

The reimbursable field is a check box that flags the expense entry as reimbursable.

Payment Method 

The Payment Method field is a pick list of payment method values such as “Out-of-Pocket,” "Visa" or "American Express."

ID 

The ID field is a read-only system-generated unique expense entry ID used to track your expense entry. 

Reimburse Amount 

The Reimburse Amount field shows the system-calculated reimbursement amount for this expense entry. This will often be setup as a details field. You can override this amount by selecting the Override check box. The default reimbursement amount currency will be the system default currency. A user can click on the reimbursement amount (which is a link) and modify the default currency. This change will be stored in their employee.    

Exchange Rate 

The Exchange Rate field shows the system-calculated exchange rate for this expense entry.  You can override this amount by selecting the Override check box. This field will often be setup as a details field.

Billable 

The Billable field is check box that flags an expense entry as billable.

Other Expense Sheet Commands 

There is a tools button on the right of the Expense Sheets summary page with additional commands including:

• Undo Submit where you can click the check box on an expense sheet row and click undo submit to change the expense sheet status to open.
• Print List where you can create printable page of the summary expense sheet page.     

When drilled into an expense sheet, the tools button allows you to:

• Delete Expense Sheet which will delete the current Expense Sheet. This command is only available if the current Expense Sheet has not been submitted.
• Print which will allow you to create a printable view of the expense sheet.