Split Receipt
This screen is used to apply a single expenditure across multiple expense types and/or departments (cost centers). In order to split the expense across departments, you need to know the department numbers.
The Split Receipt screen is broken into two sections. The top section is used to enter information that is common to the receipt. The bottom section describes the expense type and department breakdown.
These are the fields and links that are used to enter information in the top part of the screen:
Receipt Date: - (required) Enter the date from the receipt. For expense without a physical receipt, enter the date the expense was incurred.
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.
Amount: - (required) Enter the total receipt amount here. When a foreign currency is used, this field is protected and entry occurs via the Foreign Amount field. The Split Receipt screen will insure that the receipt amount equals the total for the expense amounts.
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.
Payment Method: (list) - (required) Select the method of payment.
Merchant: (list) - Select the merchant with which the transaction took place. To add merchants to your list, use the New Merchant link. Although optional, some expense types require a merchant 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.
Reference: - Enter the receipt or document reference number. Since you will be charging other departments, it is important that you establish a clear audit trail.
Purpose: (list) - (required) Select the purpose form your report to which you want to tie this expense.
Amount remaining to distribute: - (protected)
The bottom part of the screen is made up of rows and columns. Each expense entry (i.e., line item) is represented by a row. Up to ten rows may be entered. The columns are as follows:
Expense Type (list) - (required) Select the most appropriate expense type for this expense. One receipt can have several different expense types.
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 reciepts.
Dept Code - Enter a department number here. Only valid numbers are accepted.
Dept Name - (protected) This column shows the department name.
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.
The screen also contains the following links and buttons to assist in entering information:
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 thisreceipt-expense, click this button to add this information to the report you are creating or editing. If you exit the 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.