1. Employee and Organization. In the Expenditures window, enter the employee or organization that incurred the cost.
- For time, enter an employee.
- For asset usages, miscellaneous, and burden transactions, enter an employee or organization.
- For all other expenditures, enter an organization.
Note: When you enter an employee name, the Organization field is populated by default with the organization to which the employee
belongs. You can only update the Organization value if you have the function security required to do so. If you do not have the
required function security, you must enter an expenditure belonging to the default organization.
2. Control Total. Optionally enter the total units of measure in the Control Total field.
(Some companies record the total units of measure on the paper expenditure report. Record that total in the Control Total field.)
When you have entered all the expenditure items, you can compare the Control Total with the Running Total, to verify your entries.
3. Expenditure Items. Enter the expenditure items In the Expenditure Items region.
4. Optionally rework the expenditure to add or revise transactions, and save your changes.
5. When you have completed the expenditure batch, submit the batch for review.
You can enter and upload pre-approved expenditure batches using Microsoft Excel spreadsheets. You can validate records during entry by connecting to the database or you can create the spreadsheet offline and allow validation to occur during the
Note: If you choose to create the spreadsheet offline, only mandatory fields associated with a list of values are validated during transaction upload. The transaction upload calls the Transaction Import process where additional transaction validations take place.
Copying an Expenditure Batch
If you frequently enter similar groups of expenditures, you can reduce manual data entry by copying data from one week to the next. The Copy function copies all expenditures and, optionally, all expenditure items from a specified source batch. Then you need to revise only the items that are different in the new batch. There are two approaches to copying expenditure data:
- Create, then copy a batch template.
- Copy expenditures from any previously created batch.
After entering a batch of expenditures and verifying data entry, you submit the batch for review. Your supervisor typically reviews the batch and either releases it for cost distribution or returns it to you to rework. When you rework a batch, the status changes
from Submitted to Working.
Note: You can choose Unreleased from the Status poplist in the Find Expenditure Batches window to retrieve both Working and Submitted expenditure batches
Correcting Expenditure Batches
After you submit a batch, you can add, delete, and revise expenditures and expenditure items. You also must correct a batch if your supervisor rejects and returns a submitted batch to you.
If the batch has a status of Submitted, locate the batch, return its status to Working, and change the expenditure or expenditure item before resubmitting the batch. If the batch has a status of Released, correct the individual expenditure items by reversing the full amount of the original item and then entering the correct information.
For example, if you entered six hours on a timecard expenditure item when the correct number of hours is four, create a reversing item equal to a negative six hours, then add a new expenditure item of four hours. To enter the corrected items, create a new batch
and then follow the normal steps for submitting and releasing expenditures.
Reviewing and Releasing Expenditure Batches
Once submitted, batches of pre-approved expenditures are reviewed and released for cost distribution or returned to the user who entered the batch for reworking. You release a batch of expenditures by changing its status from Submitted to Released.
Releasing a batch automatically releases all the expenditures and expenditure items in the batch
Reversing an Expenditure Batch
The Reverse button is enabled only if the current batch is released. In addition, an expenditure batch can be reversed only if the transaction source of the batch allows adjustments.
When you reverse an expenditure batch, all the expenditure items are reversed except the following:
- Related items
- Expenditure items that have already been reversed
- Reversing items (net zero adjusted items)
- Expenditure items that were created as a result of a transfer adjustment