Adding, editing, deleting receipts

After you create an expense report, you can add receipts or modify existing receipts at any time before you submit the expense report for approval.

Each receipt describes an expense that you incurred and want to claim back in an expense report according to your company's policies and procedures. The expense items are classifications or categories of these costs.

Adding a Receipt

You can add receipts to an expense report at any time before the expense report is approved.

To add a receipt:

1. Go to Expenses > Expense Reports – [Select Open or To approve] > [Select an expense report].

2. Click the Create button and select one of the available receipt type under New... . Depending on your company's SuiteProjects Pro account configuration, the following receipt type may be available.

   • Receipt to create a regular receipt.

   • Mileage receipt to create a mileage receipt.

   • Foreign currency receipt to create a new receipt on a different currency.

   The new receipt form appears. The form is different depending on the receipt type you're creating.

3. Select or enter general information in the receipt form. The information that you can or must enter depends on your company's SuiteProjects Pro account configuration.

   • Tracking number – The unique number for this receipt in the expense report. Each receipt in the same expense report must have a different tracking number.

   • Customer: Project – The customer and project for which the expense was incurred. If there is an expense policy for the selected project, the receipt form shows a link next to the Customer: Project dropdown to view the project policy.

     Note:

     Your company's SuiteProjects Pro account configuration may not allow you to claim expenses against two or more projects in the same expense report. In this case, Customer: Project is set in the expense report properties and us read-only on the receipt form.

   • Task – The task for which the expense was incurred.

   • Expense item – The type of expense you're claiming in this receipt.

   • Tax location – The tax location defines the tax rates applicable to this receipt

   • Date – The date the expense was incurred ot the date on the paper receipt attached to the receipt

   • Accounting date – The accounting period against which the receipt will appear in financial statements.

4. Enter receipt details. The information that you can or must enter depends on the receipt type and on your company's SuiteProjects Pro account configuration.

   • Quantity (regular and foreign currency) or Mileage (foreign currency)

   • Price (regular and foreign currency) or Rate (foreign currency)

   • Foreign currency and Exchange rate (foreign currency)

   • Description

   • Notes/Guests

5. You can add multiple files from your computer as attachments or attach a workspace document to your expense report. See Adding Attachments.

6. Click Save or Save & Create Another.

Updating a Receipt

You can update receipts in an expense report at any time before the expense report is approved.

To update a receipt:

1. Go to Expenses > Expense Reports – [Select Open or To approve] > [Select an expense report] > Receipts > [Select a receipt].

2. Change information in the receipt form.

3. Click Save.

Deleting Receipts

You can delete receipts from an expense report at any time before the expense report is approved.

To delete a receipt

1. Go to Expenses > Expense Reports – [Select Open or To approve] > [Select an expense report] > Receipts > [Select a receipt].

2. Click Delete.

   A confirmation window appears.

3. Click OK to delete the receipt.

To delete multiple receipts at the same time:

1. Go to Expenses > Expense Reports – [Select Open or To approve] > [Select an expense report] > Receipts > [Select a receipt].

2. Check the box next to the receipts you want to delete.

3. Click Bulk Actions in the toolbar or press the shortcut key B.

   The Actions window appears.

4. Choose Delete the selected receipts.

5. Click OK to delete the selected receipts and return to the list.