Siebel Project and Resource Management Administration Guide > Expense Reporting > End-User Procedures for Expense Reporting >

Creating an Expense Report Manually

In some situations, end users may find it more convenient to create an expense report manually, rather than automatically. For example, the organization might require separate expense reports for expenses incurred in different time periods, or end users might need to report multiple expenses in a currency other than the one that the organization uses by default. When working with multiple currencies, it might be quicker to change the default currency for an entire expense report and record the expenses directly into the report as line items, rather than setting the currency for each individual line item, as must be done in the My Expense Diary view.

The following procedure explains how to create an expense report manually. This procedure sets up the framework of the expense report. For instructions on how to add line items to the newly created report, see Adding Line Items to an Expense Report.

To create an expense report manually

1. Navigate to the Expense Reports screen.
2. Create a new expense record.
3. Complete the necessary fields.

   Some fields are described in the following table.

   Field	Comments
   Amount Paid	Amount of the reimbursement. Typically, the value for this field is supplied by a back-office system. This field is also where the reimbursement currency for the report is set.
   Cash Advance	Lets you record any cash advance you received. This amount is subtracted from the total amount owed to you. The Cash Advance value is subtracted from the Expense Report Total to get the Reimbursable Amount.
   Class	General category of expense. Typical values include Client Billable, Client Investment, and Internal. Available values are set in the PROJECT_CLASS list of values.
   Currency	Default currency for line items in this expense report. Defaults to the currency of the user's organization.
   Description	Text field for describing the expense report as a whole.
   End	Last day of the expense reporting period.
   Expense Report #	A unique identifier for this expense report. Automatically populated.
   Expense Report Total	Sum of the line items in the report, including both reimbursable and nonreimbursable items, expressed in the reimbursement currency.
   Name	Name for the expense report.
   Pay To	User ID of the person to be reimbursed.
   Period	Time period during which the expenses are being reported. The expenses may or may not have been incurred in this period.
   Prepared By	Person who prepared the expense report.
   Reimbursable	When selected, new line items for the current expense report default to reimbursable.
   Reimbursable Amount	Sum of reimbursable line items. Automatically calculated.
   Start	First day of the expense reporting period.
   Status	Indicates the stage the expense report has reached in the approval process. If the status is In Progress, the report can be edited.
   Submitted By	User ID of the person who incurred the expenses.
   Submit To	Required. The User ID of the person who should approve the expense report. Normally defaults to the User ID of the person to whom you report, but can be changed, if, for example, that person is unavailable for an extended period.

   NOTE:  For information about adding line items to the expense report, see Adding Line Items to an Expense Report.