T&E Reports are a group of T&E items for a specified time period. A single T&E report can include the following:
- Reimbursable expenses
- Non-reimbursable expenses
- Hours worked
- Charges for multiple accounts
- Charges for multiple projects
The T&E items may be created separately and then added to the T&E report, or you can create the T&E report and all associated items at one time using the T&E Quick window (Table or Project entry).
T&E reports can then be submitted for customer and/or internal approval, if required and their status is tracked throughout the creation, submission, approval and reimbursement workflow.
Note: Workflows and Approvals are not available in all Salesforce editions.
T&E Reports can be created or updated in the T&E Report window.
The Fin Org and Currency may be selected, or the system defaults will be used. If you are using multi currency and the T&E Report is in a currency other than your primary currency, all T&E Items must be in that currency. If the T&E Report is in the primary currency then T&E Items of any currency can be included.
The Customer Approval section provides the parameters for a T&E Report that will be submitted to a customer for approval. Select an account in Only Account. This will restrict the T&E items which can be included in this T&E report to those which specify this account. A Contact must be selected (and must have a valid email address) if an customer approval will be sent. Select a Customer Approval of None, Time, Expense or Time and Expense. This will determine the information that will be provided to the customer in the approval email.
The remaining fields are either system maintained or are updated based on the customer's response.
The Status section displays the current summarized information for the T&E report. It is automatically maintained and allows for easy tracking and reference. If expense and/or time reporting frequency has been enabled for the fin org, Reporting Days Due will display the number of days this T&E report is overdue (status is 'New').
Note: Reporting frequency can be set for each fin org and for time and expense reporting separately. For additional information refer to Financial Organizations
Click Next to save the record and add existing T&E items to this report.
The T&E Report Detail window displays.
Use the T&E Item selection criteria to return a list of completed T&E items. For example, enter an Account or specific T&E Date From and/or T&E Date To. When all criteria have been entered click Query Items.
Use the T&E Items meeting criteria section to select the individual T&E items to include in the T&E report. All records can be selected by clicking the check box in the header. Click on any T&E item in the list to display that record in a new window.
This process can be repeated until all T&E items for the T&E report have been added.
Click Save to update the T&E report with the selected T&E items and return to the T&E Report Detail view and related lists.
Select the Customer Approval button to generate an email to the contact. The email will contain details of the T&E report dependent upon the Customer Approval value. For example, if Time is selected then the hours for each T&E item will be included, but the amounts will not. The T&E report can now be submitted to the customer for their approval.
The customer responds to the email with Approve' or 'Yes' -- 'Reject' or 'No' --'Question' or '??' in the first line. Additionally text may be entered in the second line which will update Approval Comment.
Select the Submit for Approval to initiate the approval workflow. If the report can auto approve, the status will immediately be set to Approved. Otherwise it will be sent to the user's manager of approval based on the rules that your administrator has defined.
Note: If set up by your administrator, the Approve Now button will update the status from Completed to Approved without initiating a workflow.
If a T&E item should be removed from a report select the record and click Remove from Report. This will remove the association and this T&E item can then be used in a different T&E report. If the T&E item should not be expensed, select the record and click Mark as Not Expensed. This will remove the association and mark the T&E item as not expensed. It cannot be used in any T&E report and it will not be included in the Unreported T&E Items reports or views. This option is most often used when approval of a T&E report has been denied because an item was deemed not reimbursable.
Printing T&E Reports
T&E Reports can be printed by selecting the View Report or View Customer Report. The data displayed when selecting View Customer Report is determined by the Customer Approval option selected.