Adding or editing an expense report

NOTE If your new expense report is similar to another expense report in your My Expense Reports list, you can copy the existing report and its expense items and edit as needed to create your new report. Refer to Copy an expense report.

Creating a new expense report or editing the properties of an existing one

To add a new expense report or edit an unsubmitted one, do the following:

To open the page, use the path(s) in the Security and navigation section above.

Populate or modify the following fields:

Name	Description
Expense Report Name	The Expense Report Name has a 100-character limit.
Period Ending	Enter the last date included in the expense report.
Reimbursement Currency	If Multi-currency is enabled, the Reimbursement Currency field is displayed. Your default reimbursement currency is selected. You can select a different reimbursement currency from the list of all active currencies. If you do, the currency indicator of the Cash Advance field changes to the selected reimbursement currency. If the Require all expense reports created by a resource to be reimbursed in the same currency, and prevent a resource's reimbursement currency from being changed (Must be enabled when using QuickBooks integrations) system setting is checked, this field is disabled and set to your default reimbursement currency. NOTE Once you click Save & Close on this window, the reimbursement currency for this expense report cannot be changed.
Cash Advance Amount	If you received a cash advance to cover incidentals, enter it here. The cash advance amount will be subtracted from the "To be Reimbursed" total of your report. The cash advance currency is always entered in the selected reimbursement currency.
Line of Business	To associate this expense report with a line of business, select one from the drop-down menu. The line of business will be inherited by all expenses in the report.

Click Save & Close. The expense report opens to the Expenses tab.

Adding or editing expenses and attachments

The Expense Report page contains a row of function buttons, the Expenses tab, and the Attachments tab.

Function buttons

The following persistent buttons appear above the tabs:

Button	Description
New Expense	Click to enter a new expense. Refer to Adding and editing expenses. You can add, edit and delete expense line items on an expense report while the status is In Progress or Rejected
New Attachment	If you are submitting expense reports electronically, scan your receipts and attach them to the expense report. Refer to Adding and managing attachments. Attachments added this way are associated with the expense report, but not with an individual expense item. To associate the attachment with an expense item, add it on the New Expense form. Refer to Add New Attachments.
Edit Properties	Click to open the Edit Expense Report Properties page. This button does not appear if the expense report has been submitted or approved.
Company Policy	Click Company Policy to view a list of your company's current expense restrictions. Expense policies add restrictions to expenses by category. Rules may apply to all resources or may be specific to a department or individual resource. Refer to Adding expense categories.
Submit	Submits the report for electronic approval. Your Expense Approver will receive an automatic notification of the submission. You will be notified automatically when the expense report is approved or rejected. Once the expense report has been submitted, you can view it on the My > Timesheets > Expense Reports page, but you can no longer edit it. If you notice a mistake, ask your expense report approver to reject the expense report, edit it, then resubmit it.
Report	Opens the Report View window. Select week to display the report, and optionally print this view.
Print icon	Click the Print icon to generate a printable expense report for paper submission. Your print dialog will open. NOTE The printed view has signature lines for manual expense report submission and approval. The name of the submitter and submission date/time are printed below the signature line. If the report has been electronically approved, the approver name and approval date/time appear below the line. For reports approved before the electronic signature feature was released, the submission date is listed.

Expenses tab

The expenses tab lists each expense that is part of this report on a separate row. If the expense is associated with an attachment, it is linked in the Attachments column.

Field	Description
Context menu
Edit or Delete Expenses	If the expense report has not been submitted, use this menu to edit or delete an expense.
Summary rows
Total row	3 columns are totaled: • The Amount column shows all expense items in the currency they were incurred. If Multi-currency is enabled, the total is displayed in the internal currency. • The Company Payments column shows items charged to a company credit card or billed directly to the company. These items are non-reimbursable and show a zero in the To Be Reimbursed column. • The To Be Reimbursed column shows all items the company did not pay for and for which you will be reimbursed. If Multi-currency is enabled, the amounts are shown in the reimbursement currency.
Cash Advance	The amount of the cash advance entered on the New Expense Report page, shown in the reimbursement currency. NOTE You can add a cash advance at any time, as long as the expense report status is not equal to Submitted.
Amount Due to Resource	The total amount to be reimbursed to the resource, in the reimbursement currency.

Attachments tab

On the Attachments tab, use the button bar and context menu to manage attachments.

Select an item from the button bar to complete one of the following actions:

Icon	Description
	Export the list of attachments as a CSV file. The attachment files are not exported, only the list.
	Select the columns to display in the table.
	Refresh the page.

Select the context menu on an attachment to complete one of the following actions:

Menu option	Attachment Type	Description
Open in Browser	Attachment	Images and HTML files are opened in the browser. If the file requires a desktop app (for example, a PowerPoint file), the Opening... dialog opens.
Visit Link	URL File Link Folder Link	For URLs, shows a Leaving Autotask message. Click Continue to open the URL in a separate window. For File Link and Folder Link attachments, a dialog window with the path to the file or folder will open. The path must be copied and pasted into a browser or your File Manager.
Download Attachment	Attachment	An Opening... dialog lets you choose to open the file with a browser plug-in or to select the application to open the file with, and the file location.
Edit Attachment	All	You can edit the Name, Publish To and File or URL of the attachment.
Delete Attachment	All	Select the Delete Attachment option, then click Yes to confirm the deletion. Deletion cannot be undone. To delete an attachment, permission is required. For entities where you can configure separate Delete permission for attachments, Delete permission is required. Otherwise, Delete permission for the parent entity is required. For attachments to tickets and tasks, system administrators can delete any attachment while all other resources can only delete the attachments they added. If the attachment was uploaded to the Autotask instance, it is removed. For all other attachment types, the link to the file or URL is deleted, but the file, folder, or URL will remain.
Attachment History	All	Opens the Attachment History page. This page tracks changes to any of the attachment fields, who performed the action, and a date and time stamp.

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