Summarized Expense Report
The Summarized Expense Report provides an overview of expense charges for a single expense report. The report includes all expense information entered on the expense report, except for any detail information entered for expense items.
You can preview and/or print this report only from the Expense Report form and the Select Expense Report dialog box.
Supporting Documents
This information only displays if Vision has been configured to allow you to view supporting documents. See your system administrator if it has not been configured.
If you generate this report from the Expense Report form or the Select Expense Report dialog box and Print Supporting Documents is selected, all supporting documents associated with the expense report are included. Supporting documents display in the order of the expense rows they are linked to. (If the same document is linked to more than one expense row, only one copy of it is included in the report.) If the report includes any supporting documents, the report displays in the application you use to view .PDF files rather than in the standard report Preview window.
If the Print Supporting Documents option is not selected, the expense report will display with a document icon to indicate supporting documents. If you are in the Preview window, you can click this icon to open the supporting documents in the application that you use to view .PDF files.
Contents
Header
| Column | Description |
|---|---|
| Employee | The employee's identification number and name (Last Name, First Name) display here. |
| Signed/Approved |
If you selected Require electronic signature when submitting expense reports on the Setup tab of Company Expense Report Configuration, the name of the employee who submitted the expense report and the date and time when it was submitted display above the Signed line. The name of the employee who approved the expense report and the date and time it was approved display above the Approved line. If you did not select Require electronic signature when submitting expense reports, the name of the employee who submitted the report displays below the Signed line. If you did not select Use Approval Workflow for Employee Expense Report, the name of the employee who approved the report displays below the Approved line. If you are not using the electronic signature feature, these lines are blank. In either case, you can use the lines for employee and administrator written signatures, if you want to maintain printed expense report records. The current status of the expense report also displays in this section:
|
| Organization | If you are using the Organization Reporting feature, the code for the employee's assigned organization displays here. |
| Expense Report | The name of the expense report, as entered on the Expense Report form, displays here. |
| Report Date | The date that the employee created the expense report displays here.
Note that the employee can change this date at any time prior to submitting the expense report. |
| Report Columns | |
| Date | This column displays the date on which the employee incurred the expense item. |
| Category | If you are using expense categories, this column displays the name of the category to which the employee is charging the expense item. |
| Description | This column displays a brief description of the expense item, as entered by the employee on the Expense Report form. You can choose to display the Merchant Description in this column if you set the Map to expense report description option to MerchantDescription in . |
| Project | This column displays the project number to which the employee is charging the expense item. |
| Phase | This column displays the phase number (if applicable) to which the employee is charging the expense item. |
| Task | This column displays the task number (if applicable) to which the employee is charging the expense item. |
| Bill | If the box below Bill contains an X, the client is billed for the expense item. If the box is blank, the client is not billed for the expense item. |
| Company Paid | If the box below Company Paid contains an X, the expense item is a company-paid item. A company-paid item is any expense for which your company sends payment directly to a vendor instead of reimbursing the employee who incurred the expense. If the box is blank, the expense item is not a company-paid item, and the employee is reimbursed for the expense. |
| Credit Card | This column displays the code for the secondary credit card if an expense was a company-paid expense paid with a company-issued credit card. |
| Account | This column displays the account number to which the employee charged the expense item. |
| Supporting Document | The column displays a
 document icon if one or more documents are associated with the expense item. Click this icon to launch the supporting documents in your PDF browser.
|
| Amount | This column displays the net amount of the expense item.
If a reverse charge tax (specified as such in the Non-Recoverable Tax section on the Tax Codes tab in Tax Codes Configuration) was applied to an item on the expense report, the amount of the reverse charge tax is not subtracted from the amount in the Payment Amount field to calculate the amount in the Amount field. |
| Payment Amount | This column displays the monetary amount of the expense item. This amount includes the tax amount, unless the tax code is a reverse charge tax. If the tax is a reverse charge tax, the payment amount does not include the tax. |
| Tax Code | If the Enable tax auditing feature check box is selected on the Tax Auditing tab in and the expense item has taxes applied to it, a row appears for each tax code that is applied to the expense item. The tax amount is included in the Amount column for row. |
| Totals Section | |
| Total Expenses | This section displays the total monetary amount of all the expense items on the expense report, including any company paid items. |
| Amount Advanced | This section displays the total amount of any advances the employee received.
Advances represent cash provided to the employee to cover expected expenses. Amounts advanced to the employee reduce the amount owed to the employee. Advance amounts show here only if Allow users to specify applied advance amounts is selected on the Setup tab of Company Expense Report Configuration. |
| Company Paid | This section displays the total monetary amount of any company paid expense items included on the expense report.
Company paid expenses are paid directly to a vendor and are not reimbursed to the employee. Any company paid amounts reduce the amount of the reimbursement owed to the employee. Company paid amounts show here only if Allow entry of company paid items is selected on the Setup tab of Company Expense Report Configuration. |
| Total Due | This column displays the total monetary amount your firm owes the employee for the expenses included on the expense report. This amount is calculated by adding all the expense items on the expense report and then subtracting the amount of any advances and/or company paid items.
If a reverse charge tax (specified as such in the Non-Recoverable Tax section on the Tax Codes tab in Tax Codes Configuration) was applied to an item on the expense report, the amount of the reverse charge tax is not included in the Total Due field. |