Example of Itemizing a Hotel Bill

This example demonstrates how an employee creates and itemizes business and personal expenses after returning from a business trip. One expense is shared between two cost centers.

Enterprises typically implement one of the following practices:

• Corporate cards are implemented and the corporate card charge feed is imported into the application. Based on setup, card charges come in as a single line. In this case, employees must itemize expenses manually.

• Corporate cards are implemented and the corporate card charge feed is imported into the application. Based on setup, card charges come in as individual items. In this case, an indicator of the itemizations appears in the Expense Items infotile and employees don't have to itemize expenses manually.

• Corporate cards aren't implemented. Consequently, employees must create cash expense types and itemize expenses manually.

The following table lists key questions to ask and answer for this scenario.

Decisions to Consider	In this Example
Do you want to classify expenses as business or personal?	Both business and personal expenses are available to itemize.
Should expenses be shared between or assigned to different cost centers, projects, or tasks?	Yes.

Prerequisites

During implementation, enterprises decide whether expense itemization should be set up as:

• Enabled

• Required

• Disabled

Itemizing a Hotel Bill

Using receipts from your one-day strategy conference trip, create and itemize business and personal expenses.

1. From the Expense Items infotile, click Create to open the initial view of the Create Expense Item page.

   Note: You can also itemize by clicking Create Expense Item from within a new or existing expense report available in the Expense Reports infotile.

2. In the Create Expense Item dialog box, complete the fields as shown in the following table. Use the default values except where indicated.

   Field	Value
   Date	Any
   Expense Template	Travel
   Expense Type	Hotel
   Expense Class	Business
   Amount	275.00
   Merchant Name	Hilton Hotel
   Description	One night's stay during the Strategy Conference
   Taxpayer ID	95-07438241

3. Click Itemize to open the Itemizations tab on the Create Expense Item page.

4. In the Create Expense Item dialog box, complete the fields as shown in the following table.

   Field	Value
   Date	Any
   Expense Template	Any
   Expense Type	Room Charge
   Amount	100
   Company	01
   Department	520

5. Click Create to create an itemization line.

6. On the Create Expense Items page, complete the fields as shown in the following table.

   Field	Value
   Date	Any
   Expense Template	Any
   Expense Type	Room Charge
   Amount	95
   Company	02
   Department	680

7. Click Create.

8. In the Create Expense Item dialog box, complete the fields as shown in the following table.

   Field	Value
   Expense Type	Meals
   Amount	70

9. Click Add Line.

10. In the Create Expense Item dialog box, complete the fields as shown in the following table.

    Note: As you itemize each expense, the remaining itemization balance in the itemization summary section decreases as you itemize each additional expense.

    Field	Value
    Expense Type	Bar
    Expense Class	Personal
    Amount	10

11. Click Save and Close to automatically add the newly created expense items to the Expense Items infotile.

12. Click Save and Create Another to create expense items.

13. Click Add Report to add the newly itemized expenses to a new or existing expense report.