Expense Reports

Use the Expense reports functionality to create, view, edit, submit, email, or delete Expense reports. OpenAir OffLine shows two categories of Expense reports. Expense reports (All) displays all expense reports you currently are working on in OffLine as well as the expense reports you have downloaded from your OpenAir account. Expense reports (Open) displays only open expense reports that have not yet been submitted. When your company uses custom fields, they are available on Expense reports in OpenAir OffLine. When you Update, the Expense report and accompanying receipts transfer to your OpenAir account. You can also email any expense report in any state to the email address associated with your OpenAir account.

Create an Expense report

To create an Expense report:

1. Click the Expenses tab.

   Expenses window appears. There are two Expense reports and a Receipt.

   

2. Click New.

   New Expense report window appears.

   

3. Type the Expense report name.

   Note:

   This may be configured to be automatically generated in your OpenAir account.

4. Accept the default date (today) or change it.

5. If required, enter the Cash advance amount.

   Note:

   This field is only available if enabled for your OpenAir account.

6. If enabled, select the Tax location.

7. Type the Expense report purpose / Trip reason.

8. Accept the default Currency or change it as required.

   Note:

   This field is only available if Multi-currency is enabled for your OpenAir account.

9. Type any Notes.

10. To enter Custom Field information, click Custom Fields.

    Custom Fields window appears with the custom fields that are associated with Expense reports in your OpenAir account.

11. Click OK.

After you have created the expense report, you can add receipts — see Receipts.

Edit an Expense report

To edit an Expense report:

1. Click the Expenses tab.

   Expenses reports (All) view appears.

2. Click on the Expense report you want to edit. Click Edit.

   Edit Expense report appears.

   

3. Make the desired changes.

4. To edit Custom Field information, click Custom Fields.

   Custom Fields window appears with the custom fields that are associated with Expense reports in your OpenAir account.

5. Click OK.

For information about adding, editing or deleting receipts attached to the Expense report, see Receipts.

Submit an Expense report

To submit an Expense report:

1. Click the Expenses tab.

   Expenses window appears the Expenses list view.

2. Click on the Expense report you want to submit. Click Submit.

   Submit [Expense report name] appears.

   

3. Select the check box if you want the Expense report submitted even when warnings exist.

4. Click OK.

   A message appears. Click OK to confirm it.

5. On the Expense reports (All) view, the expense report status changes to Queued for submission (new).

   Note:

   the expense report is submitted during the next update with your OpenAir account.

Email an Expense Report

To send a PDF copy of an Expense report to your OpenAir email account:

1. Select the check box in the Email report column for the expense report you would like to send to yourself. It can have any status.

   

2. Select Update. When you Update, it is queued for emailing and a message appears.

3. Click OK. It is automatically sent to the email address specified in your OpenAir account.

Delete an Expense report

To delete an Expense report:

1. Click the Expenses tab.

   Expenses window displays the Expenses list view.

2. Click on the Expense report you want to delete. Click Delete.

   Note:

   Only Expense reports with an “Open” status can be deleted. Otherwise, the Delete button will be unavailable.

3. A message box appears warning that you are about to delete the Expense report. Click OK if you wish to delete it.

   Note:

   If the Expense report has not yet been sent to your OpenAir account then it will be deleted immediately, otherwise it will be deleted from your OpenAir account the next time you update.