Contents of the Quick Entry Expense Report Screen (Opt-In Available)

Use the fields and options to create a simplified expense report.

Note: For Costpoint Cloud, you can choose to opt in to this feature for the Costpoint 8.2.12 release. The ability to opt in is temporary and will be removed when the feature becomes automatically enabled for all users as part of a future Costpoint release. See the Manage Opt-In Features topic for more information.

Header

Field	Description
Submit	Click this button to submit your completed expense report for approval.
Save	Click this button to save the expense report.
Approval / Entry	This dynamic toggle button alternates its name and function depending on the current state of the expense report.: In Entry Mode, the Approval button displays. which you can click to activate Approval mode and approve or reject the expense report. In Approval Mode, the Entry button displays. which you can click to activate Entry mode and create or edit expense reports.
New	Click this button to create a new expense report.
Report ID	This field displays the expense report number. Time & Expense assigns the number, which is incremental.
Authorization ID	This field displays the authorization number. Use this field to link to the related expense authorization. When you select an authorization, header and expense table information from that authorization copy over to the expense report. Note: Attention Administrators: The Authorization ID drop-down field only displays if the Expense Report Type is configured to require expense authorizations. If an authorization is required, the field displays in yellow.
Date	This field automatically displays the date.
Type	This dropdown field lists expense types available for your expense class.
Description	Enter an identifying description for the expense report.
User Defined Fields (1 - 3)	Depending on the expense report type you choose and other configurations, three additional user-defined fields may display for the expense report.
Status	This field displays the current status for the report (such as Draft, Submitted, Approved, Rejected)
Total to Me	This field displays of the total reimbursement of the expense report. Click the link to display the following additional details: Currency — This shows the currency, for example, USD. Total Expenses — This is the total of all expenses entered for the expense report. [-] Company Paid — This field displays the total amount of all expenses that are paid for by the company. This amount is not reimbursed to the employee. [-] Advance — This field displays the total amount of all cash advances that were applied to this expense report. This amount is not reimbursed to the employee. [-] Personal — This field displays the total amount of all expenses that were listed as "Personal" on the expense report. This amount is not reimbursed to the employee. [-] Non-Reimbursable — This field displays the total amount of all expenses that will not be reimbursed to the employee. [-] Payments Received — This field displays the total amount of all expenses that are paid for by the company. This amount is not reimbursed to the employee. This field displays the total amount of any payments that have been made against this expense report. Time & Expense subtracts this amount from the Due Employee field to obtain the remaining reimbursement amount. Total to Me — This field displays the net amount that the employee will be reimbursed. Time & Expense calculates this value by subtracting the following values from the total amount: the company paid amount, any advances, the personal amount, the non-reimbursable amount, and any payments that have been made. Total Billable — This field displays the amount of all expenses that are billable. If there are no billable expenses, this field displays "0.00." Total Non-Billable — This field displays the amount of all expenses that are non-billable. If there are no non-billable expenses, this field displays "0.00." Total Over Ceiling — This field displays the amount of all expenses that are over the company-defined ceiling. If there are no expenses that are over ceiling, this field displays "0.00." Total Unallowable — This field displays the amount of all expenses that are unallowable. If there are no expenses that are unallowable, this field displays "0.00."
Approve Expense Report	If you have Approval rights, this button displays in Approval mode. Click Approve Expense Report to approve the expense report
Reject Expense Report	If you have Approval rights, this button displays in Approval mode. Click Reject Expense Report to reject the expense report

Expenses Table

This table displays the total number of expenses as separate charges. Click Add to create a new charge line, and Delete to remove an existing expense.

Field	Description
Manage Locations	Click this button If you need to add multiple locations. In the Locations dialog box, click Add Location to add a new row, and in the Location field, click Lookup to select the location. Your favorite locations display in green, and other available ones in grey. After you select a location, it becomes the default value for any subsequent expenses that you add. Accordingly, the other locations that were previously available no longer display in Lookup. However, they can be added via the Manage Locations button.
Scan Receipt	This button displays if ICR (Intelligent Character Recognition) is enabled for your version of Expense. Click this button to open the File Upload dialog box, where you can upload a receipt for an expense. After you upload the file, the details are scanned and automatically populate an expense row. If the receipt is not readable, or if it is non-US currency, the receipt is attached to a new expense line, but you must enter the details manually.
Unclaimed Expenses	If unclaimed expenses exist, click this button to view them. To add an unclaimed expense to your expense report, select it and click Apply.
Line	This is the line number for the charge row. Line numbers are assigned incrementally in order of creation.
Expense Type	This field displays the expense type. If there is only valid expense type available, that value displays by default. If there is more than one valid expense type, click to select it.
Project	Click to select the project charge. The hyperlink that displays here lists the project to which the expense should be charged. 'SPLIT' indicates the charge is assigned to multiple projects. Click the 'SPLIT' hyperlink to view the Split Expense table, where you can allocate charges by amount or percentage.
Short Description	This field displays the report description.
Attachment	This field displays a hyperlinked summary of the number of attachments attached, as well as the number of missing attachments. Click the hyperlink to view/edit the Attachments table.
Comments	Enter any additional information, such as Locale, required by your company.
Expense Date	This the date the expense was incurred.
Details	Fields in this column are empty unless the expense is a per diem expense, is related to lodging or meals, or is unit-based (for example: miles, copies, or long distance telephone call minutes). With unit-based expenses, the column cell will denote the type and number of units as a hyperlink. Click the hyperlink to edit the total. For per diem, lodging, and meals expenses, the hyperlink displays as 'Details.' displays. Click the link to enter or view information related to the expense. Cells, fields, and tabs requiring information are highlighted in yellow.
Amount	This column displays the total figure for the current charge line.

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Contents of the Quick Entry Expense Report Screen (Opt-In Available)

Use the fields and options to create a simplified expense report.

Note: For Costpoint Cloud, you can choose to opt in to this feature for the Costpoint 8.2.12 release. The ability to opt in is temporary and will be removed when the feature becomes automatically enabled for all users as part of a future Costpoint release. See the Manage Opt-In Features topic for more information.

Header

Field	Description
Submit	Click this button to submit your completed expense report for approval.
Save	Click this button to save the expense report.
Approval / Entry	This dynamic toggle button alternates its name and function depending on the current state of the expense report.: In Entry Mode, the Approval button displays. which you can click to activate Approval mode and approve or reject the expense report. In Approval Mode, the Entry button displays. which you can click to activate Entry mode and create or edit expense reports.
New	Click this button to create a new expense report.
Report ID	This field displays the expense report number. Time & Expense assigns the number, which is incremental.
Authorization ID	This field displays the authorization number. Use this field to link to the related expense authorization. When you select an authorization, header and expense table information from that authorization copy over to the expense report. Note: Attention Administrators: The Authorization ID drop-down field only displays if the Expense Report Type is configured to require expense authorizations. If an authorization is required, the field displays in yellow.
Date	This field automatically displays the date.
Type	This dropdown field lists expense types available for your expense class.
Description	Enter an identifying description for the expense report.
User Defined Fields (1 - 3)	Depending on the expense report type you choose and other configurations, three additional user-defined fields may display for the expense report.
Status	This field displays the current status for the report (such as Draft, Submitted, Approved, Rejected)
Total to Me	This field displays of the total reimbursement of the expense report. Click the link to display the following additional details: Currency — This shows the currency, for example, USD. Total Expenses — This is the total of all expenses entered for the expense report. [-] Company Paid — This field displays the total amount of all expenses that are paid for by the company. This amount is not reimbursed to the employee. [-] Advance — This field displays the total amount of all cash advances that were applied to this expense report. This amount is not reimbursed to the employee. [-] Personal — This field displays the total amount of all expenses that were listed as "Personal" on the expense report. This amount is not reimbursed to the employee. [-] Non-Reimbursable — This field displays the total amount of all expenses that will not be reimbursed to the employee. [-] Payments Received — This field displays the total amount of all expenses that are paid for by the company. This amount is not reimbursed to the employee. This field displays the total amount of any payments that have been made against this expense report. Time & Expense subtracts this amount from the Due Employee field to obtain the remaining reimbursement amount. Total to Me — This field displays the net amount that the employee will be reimbursed. Time & Expense calculates this value by subtracting the following values from the total amount: the company paid amount, any advances, the personal amount, the non-reimbursable amount, and any payments that have been made. Total Billable — This field displays the amount of all expenses that are billable. If there are no billable expenses, this field displays "0.00." Total Non-Billable — This field displays the amount of all expenses that are non-billable. If there are no non-billable expenses, this field displays "0.00." Total Over Ceiling — This field displays the amount of all expenses that are over the company-defined ceiling. If there are no expenses that are over ceiling, this field displays "0.00." Total Unallowable — This field displays the amount of all expenses that are unallowable. If there are no expenses that are unallowable, this field displays "0.00."
Approve Expense Report	If you have Approval rights, this button displays in Approval mode. Click Approve Expense Report to approve the expense report
Reject Expense Report	If you have Approval rights, this button displays in Approval mode. Click Reject Expense Report to reject the expense report

Expenses Table

This table displays the total number of expenses as separate charges. Click Add to create a new charge line, and Delete to remove an existing expense.

Field	Description
Manage Locations	Click this button If you need to add multiple locations. In the Locations dialog box, click Add Location to add a new row, and in the Location field, click Lookup to select the location. Your favorite locations display in green, and other available ones in grey. After you select a location, it becomes the default value for any subsequent expenses that you add. Accordingly, the other locations that were previously available no longer display in Lookup. However, they can be added via the Manage Locations button.
Scan Receipt	This button displays if ICR (Intelligent Character Recognition) is enabled for your version of Expense. Click this button to open the File Upload dialog box, where you can upload a receipt for an expense. After you upload the file, the details are scanned and automatically populate an expense row. If the receipt is not readable, or if it is non-US currency, the receipt is attached to a new expense line, but you must enter the details manually.
Unclaimed Expenses	If unclaimed expenses exist, click this button to view them. To add an unclaimed expense to your expense report, select it and click Apply.
Line	This is the line number for the charge row. Line numbers are assigned incrementally in order of creation.
Expense Type	This field displays the expense type. If there is only valid expense type available, that value displays by default. If there is more than one valid expense type, click to select it.
Project	Click to select the project charge. The hyperlink that displays here lists the project to which the expense should be charged. 'SPLIT' indicates the charge is assigned to multiple projects. Click the 'SPLIT' hyperlink to view the Split Expense table, where you can allocate charges by amount or percentage.
Short Description	This field displays the report description.
Attachment	This field displays a hyperlinked summary of the number of attachments attached, as well as the number of missing attachments. Click the hyperlink to view/edit the Attachments table.
Comments	Enter any additional information, such as Locale, required by your company.
Expense Date	This the date the expense was incurred.
Details	Fields in this column are empty unless the expense is a per diem expense, is related to lodging or meals, or is unit-based (for example: miles, copies, or long distance telephone call minutes). With unit-based expenses, the column cell will denote the type and number of units as a hyperlink. Click the hyperlink to edit the total. For per diem, lodging, and meals expenses, the hyperlink displays as 'Details.' displays. Click the link to enter or view information related to the expense. Cells, fields, and tabs requiring information are highlighted in yellow.
Amount	This column displays the total figure for the current charge line.