Splitting Receipts on Expense Reports

Page Name

Definition Name

Usage

Receipt Detail for Expense [expense type] Page (Splitting Receipts)

TE_RCPT_SPLIT

Itemize receipts into multiple expense lines.

Receipt splitting enables you to divide a receipt into multiple expense lines. PeopleSoft Expenses supports two utilities for itemizing receipts: Receipt Split and Hotel Wizard. For example, a hotel bill may enter PeopleSoft Expenses through a credit card feed as one expense transaction; however, the bill may include charges for telephone calls, laundry service, room service, and parking. You can track, report, and book these items individually if your organization requires it. You may have a receipt for several purchases, one of which is a personal expense. You can then split out the individual purchases in order to mark the personal expense as non-reimbursable.

You can:

  • Split an expense on a receipt into small, detailed expenses.

  • Add more expenses to a receipt.

  • Edit an expense on the receipt.

  • Change the receipt total amount.

Note: If you split a receipt that came from a credit card supplier feed, PeopleSoft Expenses prevents you from changing some fields on the Receipt Detail For Expense page, such as exchange rate and currency code. Also, if the receipt came from a credit card supplier feed, the sum of all the split lines must equal the original receipt total amount.

Use the Receipt Detail For Expense [expense type] page (TE_RCPT_SPLIT) to itemize receipts into multiple expense lines.

Navigation:

Click the Receipt Split button on the Create (or Modify) Expense Report Page.

This example illustrates the fields and controls on the Receipt Detail for Expense [expense type] page. You can find definitions for the fields and controls later on this page.

 Receipt Detail for Expense [expense type] page

Current Expenses on Receipt

Each item that is associated with the receipt appears with the transaction date, expense type, and amount. Click an expense type to edit the information for that receipt item. PeopleSoft Expenses updates this group box when you perform an add or split action.

Field or Control

Description

Current Total

Displays the total of all receipt items, including those that you add to the original receipt total.

Receipt Total

Displays the total of the original receipt amount. The expense system does not change this field when you add new items, but you can enter a new total if the transaction did not originate from a credit card feed.

Balance

Displays the current total minus the receipt total.

Split with Another Expense

To split an item with another expense:

  1. Select an expense type.

  2. Click Split.

    PeopleSoft Expenses refreshes the page, clears the expense information fields, and adds the selected expense type to the Current Expenses on Receipt group box.

  3. Edit the new receipt item to enter an amount.

  4. Tab out of the Amount field.

    PeopleSoft Expenses subtracts the amount from the highlighted expense item in the Expense Information section, but the receipt total remains the same.

Note: You can split a receipt into more than two expense types. PeopleSoft Expenses displays a message directly under the Expense Information section title that advises you which expense item that you are splitting. If you want to split a different expense item, click the expense item link in the Current Expenses on Receipt section.

Add Another Expense to a Receipt

To add an expense to a receipt:

  1. Select an expense type.

  2. Click Split.

    This action refreshes the page, clears the Expense Information fields, and adds the expense type to the Current Expenses on Receipt group box.

  3. Edit the new receipt item.

  4. Tab out of the Amount field.

    PeopleSoft Expenses adds the amount to the current total, which may result in an out of balance receipt total. To correct the out of balance situation, you can adjust the receipt total or adjust one of the expense line entries for the receipt. If you do not adjust the out of balance total and click Done, PeopleSoft Expenses displays a message stating that the total of the items entered exceed the receipt amount and asks if you want to update the receipt total amount.