Hotel Receipt

This screen is used enter information from a hotel bill.  The screen is divided into three sections.  The top of the screen is used to enter the bill total and information pertaining to the visit, such as checkin and checkout dates.   The middle part of the screen displays a list of itemized non-room charges while the bottom of the screen allows you to edit the non-room charges.  Typically, you'll enter you total bill amount on top and the use the bottom portion of the screen to specify the items not to charge to you room expense.  Typically things like meals, laundry, phone usage, etc. are charge to expense categories other than you room.

Make sure that you finish this screen by clicking the 'Update report with this receipt' button.  If you don't your entry will be lost.

Top Portion of Screen

These are the fields that are found on the top of the screen:

Currency: - This field contains the name of the currency the expense was originally incurred in if it was a non-U.S. Dollar transaction.  For U.S. Dollars this field will always be blank. This field is always updated with the Select Currency link.  When a currency is present, enter the reciept amount into the Foreign Amount field.  The U.S. Amount field will be updated automatically based on the conversion rate of the currency.    When this field is blank, indicating the receipt is in U.S. Dollars, receipt amounts should be entered into the U.S. Amount field and the Foreign Amount field will be blank.

Check in: - (required) Enter the date you checked into the hotel.  In some installations this date may be tied to the purpose 'from' date.

Check out: - (required) Enter your check out date. In some installations this date may be tied to the purpose 'to' date.

Total Reciept Amount: - (required) Enter the receipt/expense amount here.   This is your total bill amount. Itemized charges will be deducted from this amount to get your room amount. When a foreign currency is used, this field is protected and entry occurs via the Foreign Amount field.

Foreign Amount: -  If the receipt is in a foreign currency, enter the foreign amount here.  This field is blank and protected for U.S. Dollar reciepts.

Purpose: (list) - (required) Select the purpose from your report to which you want to tie this expense.

# of Persons: - Enter the number of people sharing the room.   Normally this is one.  For people other than yourself, enter their names in the comment section.

Hotel Company: (list) - (required) Select the name of the hotel from the list.  To add a hotel to your list, use the New Hotel link. 

Comment: - Enter any explanation for the expense here.  If no explanation beyond the trip purpose is called for, leave this field blank.  Although optional, sone expense types require and explanation in the comment be present.

Paid By: (list) - (required) Select the method of payment.

Room Billable: (list)  - If this field is present, select either 'Yes' if the expense is billable to the client or project specified in the purpose or 'No' if not billable.  Some installations do not include this field.

Room Amount: - (protected) This is the amount that will be charged to your lodging (room) expense.  It is calculated by taking the sum of the itemized charges below from the total reciept amount.

Non-room Expense List

In the middle of the screen is a list that contains expenses that have been itemized from the hotel receipt.  Expenses covering phone usage, meals, and personal items should be added to this list by using the buttons to the right and the form in the lowerportion of the screen.  This items will be deducted from the receipt total amount to calculate your room expense, so do not enter you room expense here.   If you have no non-room charges you can skip entering anything here.  Check you accounting policy to determine is taxes should be entered her or whether they can be include in the room expense.

The effect the contents of the itemized list, there are three actions:

Select an item - This is normally done by clicking on the item with your mouse.  Selected items are hi-lighted.  Once an item has been selected it can either be edited or removed from the list. The contents of a selected item are copied to the Non-Room Item Detail form below the list.  See below for information on the Non-Room Item Detail form.

Remove (button) - The Remove button will remove a selected item.

New (button) - This button clears out an item from the Non-Room Item Detail form and deselects any item in list.  No items are selected after the New button is pushed. Any information entered into the form then will be added to the list if the 'Update non-room expenses' button is clicked.

Non-Room Item Detail

This part of the screen is a form that lets you edit and add to the Non-room Expense List.  These are the fields and buttons.

Expense Type: (list) - (required) Select the most appropriate expense type for this item.

Amount: - (required) Enter the receipt/expense amount here.   When a foreign currency is used, this field is protected and entry occurs via the Foreign Amount field.

Foreign Amount: -  If the receipt is in a foreign currency, enter the foreign amount here.  This field is blank and protected for U.S. Dollar receipts.

Attendee List (link) - Use this link to access the Attendee list screens.  Although filling out attendees is usual optional, some expense type, such as entertainment, require that the attendee list be completed.

Billable: (list)  - If this field is present, select either 'Yes' if the expense is billable to the client or project specified in the purpose or 'No' if not billable.  Some installations do not include this field.

Comment: - Enter any explanation for the expense here.  If no explanation beyond the trip purpose is called for, leave this field blank.  Although optional, some expense types require an explanation in the comment field be present.

Attendee List (link) - Use this link to access the Attendee list screens.  Although filling out attendees is usual optional, some expense type, such as entertainment, require that the attendee list be completed.

Update non-room expenses (button) - When you have finished editing the non-room expense item, click here to update the non-room expense list.

General Controls

The screen also contains the following links and buttons to assist in entering information:

calendar.gif (171 bytes) calendar - This link will pop-up a calendar.  Any date that you select by clicking on it will be entered into the associated date field.  The single arrows will move the calendar one month while the double arrows move the calendar a year.

Select Currency (link) - Use this field to select a currency and provide the required rate information.  When switch back to U.S. Dollars from a foreign currency, use this field to set the currency field to blank.

New Merchant (link) - This link is used to add a Merchant to the Merchant list and to your personal database.

Update report with this receipt (button) - (required) After you have entered all the information required to describe this receipt-expense, click this button to add this information to the report you are creating or editing.  If you exit this screen without using this button, the information you provided will not be added to the report and will be lost.

Return to report display (link) - Use this link if you wish to abandon data entry and return to the report display without saving any of the information you may have added or changed.