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:
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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.
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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.
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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:
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Enabled
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Required
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Disabled
Itemizing a Hotel Bill
Using receipts from your one-day strategy conference trip, create and itemize business and personal expenses.
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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.
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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
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Click Itemize to open the Itemizations tab on the Create Expense Item page.
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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
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Click Create to create an itemization line.
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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
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Click Create.
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In the Create Expense Item dialog box, complete the fields as shown in the following table.
Field
Value
Expense Type
Meals
Amount
70
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Click Add Line.
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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
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Click Save and Close to automatically add the newly created expense items to the Expense Items infotile.
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Click Save and Create Another to create expense items.
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Click Add Report to add the newly itemized expenses to a new or existing expense report.