Create Expense Report- Additional Information

This section explains some of the additional information to be checked or added before submitting your Expense Report either from Mobile or Web .

Mobile

  1. Review / Edit Header information on an expense report
  2. Review / Edit Additional details for an expense
  3. Itemize an expense
  4. Add an expense with foreign currency 

Review / Edit Header information for an Expense Report

While you are creating an Expense Report you enter a business purpose for Expense Report, you have the option to edit the Header/business purpose and in editing the Header the option to tap on More will appear. Information such as your Approver and Cost Center will be shown in this section

 

Information including Cost Center and Approver are shown on this screen. Tap on the respective field to edit the information

Tap on Done to go back to the Expense Report

 

 

Review / Edit Additional details for an expense line

Some expenses like Airfare and Car Rental will need more details including a merchant name or location details. These details can be found in Details screen.

On an expense line, tap on Details on the bottom panel.

 

Additional details related to the Expense Type are shown on this screen. Click on Done once finished.

 

Itemize an Expense Line

This section explains itemization of an expense line.

Sign in to AppZen app with your credentials and proceed with creating an expense line.

If the expense type needs to be itemized -  in this case - Hotel - you will see an Itemize button on the bottom panel of the screen as shown below. Tap to Itemize the expense.

 

On this screen, the expense types with which you can itemize your expense are shown along with the total amount of the expense.

Now you can proceed with adding the itemizing the amount you spent for each category, the sum of the receipt and itemization must match..

Tap on Done when finished.

Add an expense with foreign currency

Often on a business trip in a foreign country, your spend your expenses in foreign currency. You can add the foreign expenses as the same way you capture an expense with a receipt

Sign in to AppZen mobile with your credentials, you can find your default currency on the Settings page.

On your Home screen, you can either tap on Capture Expense or Create Expense Report and proceed to add an expense line.

Once you add the details including Date, Amount and Justification, tap on the Currency shown beside the amount - In this case USD

You will be redirected to a new screen showing the list of available currencies, search for the foreign currency from which you want to be reimbursed

 

The exchange rate is pulled for the date and foreign currency selected. Reimbursement amount will also be shown for the amount you entered for that expense.

Click on Done to go back to the expense line. Reimbursement amount along with the original foreign expense is shown.

 

Tap on Save to save the expense. 

 

From Web

  1. Review / Edit Header information on an expense report
  2. Review / Edit Additional details for an expense
  3. Itemize an expense
  4. Add an expense with foreign currency 
  5. Add an expense with Projects and Tasks 
  6. Review / Edit Account information for an expense 

 

Review / Edit Header information for an Expense Report

While creating an Expense Report, after you've entered the purpose of the expense report, click on More to view the header details.

 

Information including your Approver and Cost Center are shown in this section

 

Click on Less and proceed with creating your Expense Report

 

Review / Edit Additional details for an expense

Some expenses like Airfare and Car Rental will need more details including a merchant name or location details. These details can be found in Details screen.

In adding an expense line, click on the Details tab 

 

Details related to the type of expense are shown, fill in the details on the screen to add to the expense line as shown.

 

 

 Click on Done to add this expense to your Expense Report

 

Itemize an Expense

This section explains itemization of an expense line.

Sign in to AppZen app with your credentials and proceed with creating an expense line.

If the expense type needs to be itemized -  in this case - Hotel - you will see an Itemize tab as shown below. Click on Itemize to itemize the expense.

 

 

Based on the type of expense you have chosen, you can itemize your expense with the expense categories and the amount.

 

Add your expenses under each category. You can categorize your expenses and add the amount spent on each category

Click on Done once finished

The expense line is added to report you are working on.

Add a foreign currency Expense

Often on a business trip in a foreign country, your spend your expenses in foreign currency. You can add the foreign expenses as the same way you capture an expense with a receipt

Sign in to AppZen app with your credentials, you can find your default currency in System Admin under Organization.

On your Home screen, you can either click on Capture Expense or Create Expense Report and proceed to add an expense line.

Once you add the details including Date, Amount and Justification, click on the Currency shown beside the amount - In this case USD.

 

You will be redirected to a new screen showing the list of available currencies, amount, exchange rate. Click on the Select Currency to search for the foreign currency for which you want to be reimbursed

The exchange rate for the selected date is shown on the screen along with the reimbursement amount.

Click on Done to add this expense.

 

Both the receipt amount and reimbursement amount are shown on the expense.

Add this expense to your expense report to submit or save for future use.

 

Add an expense with Projects and Tasks

If you have an expense related to a project, while working on the Expense Report you can add the details of the project and task. 

Create a expense report and proceed with adding an expense line, click on Projects tab to add Projects or Tasks.

First, search for a project by entering the project number or project name in the search bar

Then search for the corresponding task name by giving either the task name or task number 

 

 After identifying both Projects and Tasks click on the Update button on the screen

 

Now this expense is associated with the selected project and task. You can either save this expense or proceed with submitting the expense report.