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Specify a Location on Expense Claim Items
Overview
You can record the country that your expenses were incurred in. This is frequently used by agencies that need to reclaim the VAT from expenses incurred in countries that refund VAT taxes.
Set Up:
Define Custom Data Type
1. Navigate to Set Up Files > Custom Data and click on the Create A New Custom Data button.
2. Select Expense Location by Entity or Expense Location by Office from the Data Type field.
3. Enter the location, i.e., country in the Text field. In our example below, France is one of the valid locations a user can link their expense claim to.
4. Link the entity or office in the Entity or Office fields. In our example above, we chose the Expense Location by Office option in the Data Type field. Therefore, we must specify an office for this France to be a valid location option.
5. Click Save & Close and repeat the above steps for each country.
Define Expense Claim Options
1. Navigate to Set Up Files > Set Up Options and click on the Expense Management Rules link.
2. Select Expense Claims Must be Assigned to a Location from the Rule Type field.
3. Select an office from the Office field to assign this rule
Notes:
1. The Office specified here for this specific rule is the employee office.
2. This rule is only applicable from the My Expenses page.
Record Expense Claims with Locations
1. Navigate to your name at the top right corner then click on My Expenses.
2. Click on the New Expense Claim button.
3. Complete your expense claim as you would normally.
Tip - Refer to this page for instructions on how to create an expense claim
4. Click on the dropdown arrow from the Expense Location column to specify a location for each expense line item.
Manage Expense Claims with Locations
Managers can see the locations of a specific claim in 1 of 2 ways:
- Edit a specific expense line - Navigate to Manage > Expense Claims, click on the
icon from the EDIT column of a particular expense line. You will be brought into the Expense Line Edit page where you can see the expense location.
- Detailed List Export - Navigate to Manage > Expense Claims, click on the List Export link and select the Detail option. The system will produce an Excel output file which will detail each expense line item. The expense location column immediately follows the client code column.