Create an Expense Report

Create an Expense Report to claim your expense reimbursement. You can create an Expense Report from both Mobile and Web

 

From Mobile 

Tap on the Create Expense Reports icon on your Home screen

Give the business purpose of the Expense Report which summarizes all of your expenses

 Click on Next, you can select from one of these 3 options 

  • Automatically using an expense DATE RANGE

 

Select this option to add the captured expenses within a selected date range. You will be prompted to select a date range and once you pick the dates, the captured receipts or expenses within those dates are automatically added to the expense report

  • Automatically using my TRIP information

If you emailed your itinerary to trips@appzen.com or your company has set up a connection with your travel provider, your trip information is shown here to select. Select your trip to add the already captured expenses of your trip to this Expense Report

 

 

Once you select this option and tap on Next, the trips you mailed to trips@appzen.com will be shown in the list. Select the trip you want and tap on Done.

Once the trip is selected, tap on Next, a report is generated with the expenses you captured within the dates of the trip are pulled as shown below.

 

 

All the captured expenses within the dates of the trip are shown in the Expense Report. Edit the report to add any missing information

An airplane icon is shown on the Expense Report generated, indicating this expense report is associated with a trip

You can add more expenses and submit the report or save it for future use.

 

 

 

  • Let me MANUALLY select the expenses - Select this option to add your expenses manually

 

 Select the Manual option to add your expenses manually -

 

You can create an Expense Report by adding -

Adding Cash Expenses

Tap onAdd Cash to add Cash Expenses. Add the needed details including Expense Date, Expense Type, Amount, Justification of the expense and an image of the receipt.

 

The default settings will only have Details available.  Depending on your company configuration the options of Project, Itemize, and Accounts will appear.  Check with your system administrator/help desk if you believe you should see these options and do not. 

Add additional details by tapping on Details

 

You can Itemize the amount by tapping on Itemize. 

 

Tap on Done to add the Cash Expense to the Expense Report

 

Adding Mileage Expenses

 

Tap on  Mileage to add Mileage Expenses 

Tap on Distance to add the distance/miles traveled 

Tap on Done to add Mileage Expense to the report

Adding Captured / Quick Expenses

Tap on  Captured Expenses  to add already captured expenses 

 

 

 

Adding Credit Card Transactions

Tap on Credit Card Charges to view and add Credit Card transactions

You can tap on the missing receipt icon if you do not have a receipt to attach to the expense

Tap on Done to add this expense to the report

You can add more expenses to report with the above options

You will see a summary of the report once you have added expenses

Tap on Save to add any future expenses

 

Tap on Submit to submit the report

 Tap on Yes to submit the report or No to go back and make any changes needed.

  

 

From Web

Click on the Create New Expense Report button to create an Expense Report

Enter the business purpose of the expense report. The business purpose groups all the relevant expenses to the expense report. For example, if you are claiming reimbursement for all your expenses you had for attending a trade show, you would enter the business purpose as 'Trade Show in Las Vegas'

Click Next

Select one of the three options to create an expense report 

1. Automatically using an Expense DATE RANGE

Select this option to add the captured expenses within a selected date range. You will be prompted to select a date range and once you pick the dates, the captured receipts or expenses within those dates are automatically added to the expense report

2. Automatically using my TRIP information -

If you emailed your itinerary to trips@appzen.com, your trip information is shown here to select, select your trip to add the already captured expenses of your trip to this Expense Report

 

Click on Next, on this screen you will see your trips you emailed to trips@appzen.com.

 

Select the trip that you want to submit the expenses for and click on Next

An Expense Report is generated with all the expenses captured for the dates of the trip.

 

Edit the expenses and add the needed details, if any needed information is missing it is shown with a warning icon. Click on  to edit and add the details for all the expense lines with the warning icon.

The trip icon ,  shown on the top right corner indicated this report is based on a trip. You can now add more expenses and submit the report or save the report for future use.

 

3. Let me MANUALLY select the expenses - Select this option to add your expenses manually 

Selecting third option 'Manually' will let you pick and choose the expenses that you would like to add to the Expense Report.

You can add cash expenses, mileage that you want to claim, captured receipts - these are previously captured expenses - and any credit card charges that are linked to your account.

 

Click on Add Captured Receipts to add previously captured expenses

 

 

Select the Receipts and Expenses that you would like to add to this expense report and click on Done

 

Click on Add Credit Card Charges to add credit card transactions to this expense report

 

Cash Expenses and Credit Card charges are added to the expense report. If any information is missing (depending on the expense policy of your company) an error message is displayed with the line

 

 

If you need to claim mileage, click on the Add Mileage button 

Enter the dates when you travelled, distance travelled, justification for the expense and the application will calculate the amount that you will be reimbursed. 

Click on the Maps icon to calculate the distance travelled, the amount will be added to your expense.

 

 Click on Done to add the mileage expense

The Expense Report Summary always displays the total of the expense report and the amount that will be reimbursed