Bookshelf v7.5: Adding Line Items to an Expense Report

Siebel Professional Services Automation Guide > Expense Reporting >

Adding Line Items to an Expense Report

Each expense report must include expense line items. The use of the Auto Gen feature automatically moves My Expense Diary items or Activity Expense items into an end user's own expense report. End users can also add line items directly to an expense report, either for themselves or for another person. The following procedure explains how to add a line item to an expense report.

To add a line item to an existing expense report

If you have not already done so, navigate to one of the following views.

If the expense report is for yourself, navigate to the Expense Reports > My Expense Reports view.

If the expense report is for another person, navigate to the Expense Reports > Assistant's Expense Reports view.

Select the expense report to which you want to add a line item.

Click the Line Items view tab.

In the Line Items list, add a new record.

Complete the fields. Some fields are described in the following table.


Field	Comments
Amount	Amount of money spent on the item. If you type in an amount directly, the units are assumed to be those specified in the expense report's Currency field. To specify a different currency, click in the Amount field to display the select button, and then click the select button to display a pop-up form in which currency and exchange date can be specified.
Converted Amount	Reimbursement currency equivalent to the Amount value. For information about setting the reimbursement currency, see Changing the Reimbursement Currency.
Description	Description of the item.
End	Last day on which there was a charge for the item.
Exchange Rate	Value by which the Amount is multiplied to obtain the Converted Amount.
Reimbursable	When selected, this field indicates that the expense item should be reimbursed. When cleared, this field indicates that the expense item was a personal expense that should not be reimbursed, such as renting a movie during a hotel stay.
Start	First day on which there was a charge for the item. For the first record created, the Start field defaults to the first business day of the period. For subsequent records, the Start field defaults to the start value of the selected record. This reduces time spent entering items chronologically.
Type	Kind of expense incurred. If you choose Mileage or Hotel, several fields related to the chosen value become available in the Expense Item Detail form.

If the line item you are adding concerns car mileage or hotel expenses, or if you want to record more details about a line item of another type, scroll down until the Expense Item Detail form is visible, and then click the show more button.

Complete any desired additional fields. For descriptions of the available fields, see Recording Expenses in the My Expense Diary View.