If you have not yet created an expense report, read this article to learn how to do so


1. To create a general expense, click on the My Expense Reports tab.


2. Locate the export report to which you would like to add the new expense and click on the report name.



3. Select the New Expense button to add the general expense to your existing expense report.



4. Select the payment type. Options consist of Cash, Personal Card, or Business Card


For expenses paid with cash:


A. Select Cash as your payment type.

B. Enter the total amount of the expense

For expenses paid with a credit card:


A. Select Personal Card or Business Card as your payment type.



B. Select Add Transaction. The Select Card screen will appear. Select your credit card from the drop down menu and locate the transaction(s) that you would like to add from the list of credit card purchases. If your credit card is not shown in the drop down menu, select Add a new card. Read more about adding new credit cards.



C. You may have multiple transactions associated with a single expense, for example a hotel reservation where a deposit was charged at the time of booking and the balance was charged at the time of check out. Select Add next to all of the transactions associated with this expense.


5. To add a receipt, select the Add Receipt button and and follow the directions in the Adding Receipts article.


6. Itemize Expenses allows you to break down a transaction into multiple types of expenses and/or multiple expense trackers. Examples would include breaking down a hotel bill into a room charge and a meal or splitting the cost of an airline ticket between two different departments.



7. Make sure the General Expense box is checked. Next, select the date of the expense.




8. Select the type of expense.



9. Reimbursable to Employee is the amount that was spent for business purposes and within your organization's expense policy. It is pre-populated with the value entered in Total Amount. Subtract any amounts spent for personal reasons or outside of your organization's policy and enter the difference in the Reimbursable to Employee field.

 



10. Check the Billable to Client box if any amount of the expense can be billed back to a client of your organization and enter the corresponding amount to be billed in the Billable Amount field.




11. The Business Purpose and Destination or Location fields are pre-populated with the values that you selected when you created the expense report. You should modify these responses if the respective purpose or destination for this expense item differ from the responses selected when you created the report. 



12. Write a description of the expense. The description may be as simple as the name of the merchant, for example "Starbucks," for small items or may be a detailed description of activities and list of attendees for large items.

 




13. Select all expense trackers required by your organization. Mandatory expense trackers are denoted by the * symbol at the end of the name of the expense tracker.




14 Select the Add to Expense Report button at the bottom of the page.

15. The new general expense has been added to your expense report. You can edit the general expense by selecting the Edit button if any corrections need to be made.