Creating and Submitting an Expense Report

Tip:

If you want to enter many expenses for different projects on a single page, see Entering Multiple Expenses.

You can also clone an existing expense report. This also clones the expenses in the expense report.

To create an expense report A mechanism for charging expenses incurred to a project or an assignment. for a single project A collection of activities and related items to be managed over a defined time range, such as timecards, expenses, milestones and budgets., assignment Connection between a resource and a project. or milestone A fixed target, which when achieved, can be billed to the customer for a fixed fee or by logging time against it.:

1. Do one of the following:
   • Click the Expense Reports tab and click New.
   • Click New Expense Report on a Expense Report related list in a project, assignment, milestone or resource.
2. Complete the fields as described in Expense Report Page Fields. To create an expense report for someone else, you must have a permission control with Expense Entry selected.

For all the lookup fields, you can also click Show All Results for “ ”. The search lookup window opens with the searched string populated in the Search field and displays all related items in the grid.

Select the item from the grid that you want and click Select. The selected item is then displayed in the lookup field. For more information, see Using Advanced Lookup.

Note:

If Shield Platform Encryption is enabled in your org, the records in the Resource, Account, and Opportunity search lookup window are filtered using only the Name field in the grid.

3. Click Next.
4. Add an expense line for each expense A record of expenses incurred by resources assigned to a project or opportunity. as described in Expense Report Page Fields.
   Note:

   When your expenses are calculated, the expense rate or limit applied may depend on the date you incurred the expense.

5. Click Save.

If your administrator has configured approval processes on your organization, you can submit expense reports for approval. The approver can then approve or reject them depending on the approval process.

Cloning an Expense Report

To clone an existing expense report:

1. Click Clone on the expense report that you want to clone.
2. [Optional] Edit the fields in the Clone Expense report page.
3. If you want to clone the expenses, ensure that the Also clone expenses checkbox is selected.
4. Click Save.

Submitting an Expense Report for Approval

To submit an expense report for approval:

1. Display the Expense Report tab.
2. Click the Expense Report Name for the expense report you want to submit.
3. Scroll to the Approval History.
4. Click Submit for Approval and then OK.