T&E Items are the individual lines which comprise a T&E Report. Each line references a single expense category (financial account), time or both. It may also reference an account (customer), project, reason, etc.
The financial account determines the further processing of the T&E line and T&E report. For each account you can control when or if it must be approved, if a reason must be entered and it the amount is fixed. These controls are referred as the T&E policy. You can view the T&E policy from the link on the Welcome page or the Time & Expense Workbench.
Please refer to Fin Accounts for additional information on T&E Policy.
T&E Item
This interface provides the maximum amount of information. It is generally used to determine why a T&E Item is not in a completed status. When a T&E Item is not complete, the waiting for details checkbox will be ticked. Deselecting this checkbox and clicking save will display a message indicating what data is missing. This is determined by the T&E policy for the organization. For example, a ceiling or limit for the reimbursement amount for meal may be 50.00 or a expense item for a hotel charge may require an attached receipt.
NOTE: You can view the T&E Policies for your organization by selecting the T&E Policy link in the T&E Workbench.
T&E Quick
This interface provides 5 targeted entry points for T&E Items. Each one addresses the needs of a specific user type.
Mobile
This entry point displays the interface for entering T&E Items on your mobile phone. Generally data would not be entered directly here.
Single
This entry point allows for the entry of one item at a time. This window would be used if a tax other than the default tax defined for the fin account needs to be selected. It might also be used if just one expense or time entry needed to be made or when the T&E items are for different financial organizations. When the record is saved, a message is displayed at the top of the window indicating the T&E Item and the status (e.g. Complete or Waiting for details). This is an active link and clicking on it will open the T&E Item window displaying the selected record.
Table
This entry point allows for entry of multiple items in a single grid format. There are three entry modes which dictate the fields that are displayed. They are Expense, Time and Time & Expense. It also allows for the definition of default values which are used on all entries. Some default values will change the entry interface, displaying fewer fields for data entry. For example, if an Account, Project or Activity are entered, these fields will not display in the grid. Some defaults can be over-written, however by entering a different value in the specific line. For example, you may enter a default value for description, but if a different description is entered for a given line, that description is used.
Additionally, this entry point allows you to save all of the T&E Items or save all T&E Items and create a T&E Report. If Save All is selected record(s) are save and a message is displayed at the top of the window indicating the T&E Item(s) and the status (e.g. Complete or Waiting for details). These are active links and clicking on it will open the T&E Item window displaying the selected record.
If Save All and Create T&E Report is selected all records are saved and a T&E Report is created. Additionally, the T&E Report window is opened displaying the T&E Report. The T&E Report will contain all T&E Items that were entered and are in a completed status.
Timesheet
This entry point is generally used when entering time spent on various projects. First you query the existing records using the criteria fields. This allows you to see what hours have already been entered for a given resource. The total hours entered for each day are displayed in the top of the grid. Within the grid existing T&E Items that contain only time (no expense amounts) are displayed. At the bottom any T&E Items that contain expense amounts are displayed. Similar to the Table Entry, defaults may be provided. The same display and over-write rules apply here. Additionally you can enter description for each day by selecting the Show daily description checkbox.
When data entry is complete there are three options, Save all, Create Time Report or Create Time& Expense Report. If Save All is selected all entries in the grid are saved (updated or created) as T&E Items. These T&E Items are later added to a T&E Report. When the record(s) are saved, a message is displayed at the top of the window indicating the T&E Item(s) and the status (e.g. Complete or Waiting for details). These are active links and clicking on it will open the T&E Item window displaying the selected record.
If Create Time Report is selected, any entries in the grid are saved and a T&E Report is created which contains these T&E Items. If Create Time & Expense Report is selected than all entries in the grid are saved and a T&E Report is created which contains the T&E Items just created/updated and any T&E Items displayed in the bottom section which are in a completed status and not already included in a T&E Report. For both of these options, the T&E Report window is opened displaying the T&E Report. The T&E Report will contain all T&E Items that were entered and are in a completed status.
Import
This entry point is used for importing T&E Items from a .csv file. This can be used for creating or updating existing T&E Items (provided the identifier is used).
The csv file must have the label or name of the column in the first line, The columns (which represent the fields) and the order of the columns in the file are user defined.
These T&E fieldscan be imported.
When the record(s) are saved, a message is displayed at the top of the window indicating the T&E Item(s) and the status (e.g. Complete or Waiting for details). These are active links and clicking on it will open the T&E Item window displaying the selected record.
Hints and Tips:
• All reference entities (e.g. project, tax, account) must already exist
• Import creates new T&E items
• If a T&E report is referenced it must have a status of 'New' or 'Not Approved'
• If attachments need to be added that can be done either via email or in the T&E items related list
• The file format must be .csv
• If the record owner is not defined, it will be the user who imported the records
• If using Field Labels, they must be enclosed in quotes if they contain spaces. (e.g. "Fin Account")
Statement
You can create T&E Items from a credit card or bank statements to eliminate data entry.
Case
This entry point allows for the creation of a T&E Item from a Case. It uses the Account and Contact from the case along with the T&E Amount and/or T&E Hours.
Event
This entry point allows for the creation of a T&E Item from a Event. It uses the Account and Contact from the event along with the T&E Amount and/or T&E Hours.
Task
This entry point allows for the creation of a T&E Item from a Task. It uses the Account and Contact from the task along with the T&E Amount and/or T&E Hours.