Expense Report Layout

You can tailor the Expense report layout to meet your company's needs. Since this report form may be routed for review and approval internally, the layout should clearly communicate the expenses that have been incurred. You are able to select the Date format, Starting tracking number, and Grid style. These settings determine the numbering of created Expense reports and the basic style of the expense report.

To access and modify the Expense report layout:

1. Go to Administration > Application Settings > Expenses > Expense report layout.

2. If you select the check box to Show the exp report approval history, the approval history is displayed to a reviewer at the bottom of the page.

3. If you select the check box to Show the authorization history, the authorization history is displayed to a reviewer at the bottom of the page.

4. If you select the check box to Show a daily summary by expense item, an additional section on the expense report displays summarizing the expense items per day.

5. If you select the check box to Show link to expense report attachments, a link to expense report attachments displays. Reviewers can view or download information.

6. If you select the check box to Show link to expense report receipt attachments, a link to expense report receipt attachments displays. Reviewers can view or download information.

7. If you select the check box to Show the billable/non-billable totals in the daily summary, a split of billable and non-billable expenses are displayed within the daily summary area. This feature makes use of the Billable receipt radio buttons on individual receipts. To enable this feature, Creating a Support Case and request that OpenAir Customer Support enable: Use a radio button to force selection of billable or non-billable on receipts.

8. Enter the Maximum date columns per row in the daily summary. The default is 80. This forces wrapping of the daily summary columns.

9. The last option is to display an overlapping status on the expense report header. This option is only available if your setup has specified expense report durations such as weekly or monthly and you have not disabled overlapping expense reports.

10. Select Receipt order: By date or By reference number.

11. Enter additional employee display information as desired. Select Employee fields > Create. Additional information may include employee cost center or address.

12. Enter notes to display at the end of the expense report, if desired.

13. Select the fields that you would like to display on the Expense report using the drop-down list for each column. The order you set the fields determines the order in which the fields are displayed as columns on the expense report.

    Tip:

    If your employees are entering Foreign Currency Receipts, it is helpful to include the original Foreign Currency fields for approvers to use when they are reviewing receipt submission.

    Note:

    Configuring text wrap for column headers is not currently supported. However, where column headers contain space-separated multiple words, text wrapping should apply to column headers in the print or PDF version of the expense report.

14. Select the Adobe Acrobat PDF settings you would like to use in your environment. We recommend that you print out of a sample Expense Report when the PDF settings are in place to ensure the page layout and margins are set correctly.