Entering an Expense Report Using the Mobile Expense Entry Tablet Application

When creating an expense report, you must first create the expense report header, and then add an expense to the report. Once you have created an expense report header and you have added an expense, you can then save the report. Though there are many different kinds of expenses that you can add to a report, this task provides instructions for creating an expense report header, adding a basic expense item, and saving the report. For instructions on adding credit card expenses, split receipt expenses, and summary expenses, refer to the additional tasks in this section.

Additionally, if you need information or instructions about what to enter in a specific field when creating an expense report, see Entering Expense Reports in the JD Edwards EnterpriseOne Applications Expense Management Implementation Guide.

To create a basic expense report:

Open the application by tapping the Enter Expense icon on your device, and then log in.
See Logging In to Mobile Enterprise Applications.
The Expense Entry screen displays all of your reports that are currently pending completion in both list and graphic format. Tap the Add button at the top of the list of reports to create a new report.
Enter a report description and then select a report type from the drop down menu.
Complete the Per Diem Days field, if applicable. The display of this field is controlled by processing options from the selected version of the P09E2011.
Specify whether the report contains expenses in a single currency or multiple currencies.
To add a report-level note to the report, tap the Notes tab, enter your note, and then tap Save. Each time you enter a note, you append to the previous notes entered for the report. You cannot edit a note once you save it.
Tap the Add Expense button at the top right of the screen.
Note that you must add an expense to the report before you can save the report. If you exit the report before creating and saving an expense, the system does not save the report.
This task describes adding a basic expense item to the report. If you want to add summary expenses, split expenses, or credit card expenses to the report, see the additional tasks in this chapter for instructions.
On the Expense Detail tab, select a value from the Expense Category drop down menu. The remaining fields on the screen are displayed and enabled based on the type of expense category you select.
Complete all remaining required fields on the screen.
Note that if you created a multi-currency report, a field is enabled next to the Expense Amount field. This field is for the currency code. If you leave this field blank, the system uses the default currency code, based on your expense system setup. Additionally, when you save the item, the system also calculates and displays the value in the Exchange Rate field. This value is also based on the setup of your expense system.
If you are entering an expense that is based on a rate, such as mileage, the system retrieves the rate as it is defined in the P09E108 program. The rate setup from the P09E108 also determines whether the you can edit the rate.
Select a value from the Charge To drop down menu to specify where the expense should be charged. The value that you select in this field determines which additional fields display at the bottom of the screen. For example, if you select Business Unit, the system displays the Business Unit field to enable you to specify the business unit to which the system will charge the expense.

Note: You can choose to charge the expense to multiple jobs, business units, or work orders. These are called split receipt expenses. For instructions on entering these expenses, see Entering a Split Receipt Expense Using the Mobile Expense Entry Tablet Application.
Tap the Additional tab and complete any required fields, or necessary optional fields, for your expense detail item. The fields that display on this tab are user-defined fields that your organization has set up. Different fields display based on the selected expense category. If your organization does not have any user-defined fields for the selected expense category, the system displays a message notifying you that no additional fields have been set up.
Additionally, if this tab contains required fields, you must complete them before saving your expense. If you attempt to save your expense item, and receive an error that more data is required, verify that you have completed all of the required fields on this tab.
To add a note to the expense item, tap the Notes tab and enter a text note.
When you have completed the expense entry, tap the Save button at the top right of the screen.
The system updates the total at the top of the screen, saves the expense, creates and displays a receipt label (if your system is set up to use receipt labels), adds the expense to the list on the left side of the screen, and clears the fields on the right side of the screen so that you can enter another expense.
If your Expense Management system is set up to use daily allowances, the system displays errors and warnings if your expenses exceed the daily allowance specified by your organization's expense policy. While the system does allow you to continue by clicking OK and clicking Save again, the errors and warnings are displayed on the expense item.
To add photos to the expense item, tap the Menu button at the top right, and then tap Detail Photos. Select an existing photo, or capture a new photo, and then save it. Tap the Back button to return to the report. Note that you cannot attach a photo to an expense item until after you have created and saved the expense item.
To enter additional basic expenses, complete steps 8 through 16. To enter other types of expense items to the report, see the additional tasks in this chapter.
When you have entered all of your expenses, tap the Reports button at the top left of the screen to return to the main Expense Entry screen, and then tap Save.
To add a report-level photo to the report, tap the menu button at the top right of the screen, and then tap Photos. Select a photo from your image gallery, or capture a photo with your device, and then tap Save.
Note that you cannot attach a photo to the report until after you save the report.
To log out of the application, tap the Menu button at the bottom left of the screen, and then tap Logout.