Basic Information

Move voucher from one record to another

Service Orders

Entries

Tax Results Tab

Entering Vouchers from the Expenses Screen

To access the Vouchers screen click on the Vouchers menu item in the Expense Management Menu group.

To add a new voucher click on the + link in the first row and column of the voucher list. This opens a Voucher Entry screen. This screen begins with the Basic Information tab, once information is saved additional tabs will be available. On every tab you will have the option to click [Save and Back] to save and return to the previous tab, [Save] to save and remain on the current tab, [Save and Next] to save and advance to the next tab, [Delete Voucher] to delete the entire voucher, or [Close] to close without saving. For the purpose of the instruction below we will use the [Save and Next] button to advance to the next tab, but you can [Save] and then [Close] anytime to save your current changes to continue working later.

Payee Type - This drop-down contains <Employee> and <Vendor>, the default is Employee.

Submitted Currency - Select [Single] if all expenses for this voucher are the same currency (this is the default) or select [Multiple] if there are expenses with more than one currency for this voucher.

Submitted Amount – If the Submitted Currency is [Single] enter the submitted amount and select the appropriate currency. If the Submitted Currency is [Multiple] this field is locked and the submitted amounts are entered at the expense level. The currency can be set to default to the company currency, see Setting up a New Client Manual.

Requested Payment Currency - Specify the currency that this voucher should be paid in. You can key in the code if know (i.e. USD) or use the dropdown [Select Currency] button for a list of currencies.

Exchange Rate - If the [Single] Submitted Currency and the Requested Payment Currency are different you can specify the exchange rate. This field can also be calculated based on the selection for Requested Payment Amt., see below. If the Submitted Currency is [Multiple] this field is locked and the exchange rates can be entered at the expense level.

Exchange Rate Date – This is the date of the exchange rate used. This will default to current date.

Requested Payment Amt. - Select [Specify] to enter the requested payment amount and have the Exchange Rate calculated. Select [Sum of Expenses] and the Amount will be determined by the sum of expenses and exchange rate. The default is [Sum of Expenses]

The Total Cost and Total Cost Amount fields only appear if the Cost Currency field is populated on the Move Details screen. The total cost functionality can be used when the cost of the expense is provided in a specific currency that is different than the requested payment currency. For example, expenses are submitted in a single or multiple currencies, are paid in EUR, and the designated cost currency is USD and the cost is determined by the spot rate when you submit the payment request to the bank. Therefore, based on the submitted expenses the application calculates the payment amount to be 100 EUR and the bank says that will be 125 USD to wire the 100 EUR.

Total Cost – Select [Specify] to input the Total Cost Amount.

Total Cost Amount – Enter the total cost amount in the currency indicated. This amount will be allocated to all the non-denied expenses with a Payor configured as Reimbursable.

If the “Specify” option is used, approved expenses as well as any positive or negative check adjustments will be assigned a cost in accordance to their proportions to the grand total.

If the “Sum Expenses” option is used and cost amounts are entered or automatically-calculated for the expenses, then the cost amount for the approved expenses as well as any positive or negative check adjustments will be assigned using the payment-to-cost exchange rate that was entered for the gross amount.

If the “Sum Expenses” option is used and cost amounts are left blank for the expenses (the cost currency must not match the payment currency in order for this to happen), then payment amounts will be used for BOTH the gross amount and the associated check adjustment when receivables are generated.

Payor - Select who is paying this expense from the dropdown list. The dropdown list has the following entries but these can be modified utilizing the System Lookup Maintenance screen and <Payor> as the Lookup Field value.

<Home Office>

<Host Office>

<Other>

<We Will Pay>

<We Paid>

<Client Will Pay>

<Billing Item>

<Company Paid>

Also on the same screen, you can indicate whether a Payor should be treated as Reimbursable or Unreimbursable.

Payment Source System - Specify what system this voucher will be paid through, this is a required field.

Payment Method - Select the method that this voucher will be paid, this is a required field. Your selection here will affect the payment screen later in the process.

Type - You can select the type of this voucher.

Date Covered - The dates this voucher covers can be specified. There is a system preference that can be set to specify which payee types it should appear for. If this is not set it will always appear.

Date Received - The date this voucher was received. This can be used to track turnaround time for processing vouchers.

Receipts Received­ - This checkbox allows you to specify if receipts have been received for this voucher.

Invoice Number - The invoice number. There is a system preference that can be set as to whether or not you want this number to be defaulted. This can be set per Payee Type (Vendor, Employee, Both, or None).

Invoice Date­ - The date of the invoice. This will auto populate with today’s date, but you can edit it if necessary.

Date To Pay - The date this voucher should be paid. There is a preference as to how this is auto populated, but you can edit it if necessary.

Description - This is a free from text field that allows you to specify a description for this voucher.

Click on the [Add Document] button if you would like to add a document(s) to this voucher. This opens the upload document window. The voucher must be saved first in order to add a document.

Type - Select the type from the dropdown, this is a required field.

Name - Specify the Name for this upload, this is a required field.

Description - Allows you to specify a Description for this upload.

Attach File x - Allows you to browse to the file location of the document you would like to upload and attach to this voucher.

Once complete with the Basic Information tab click on the Save to refresh the page.

Once the Basic Information tab has been saved, the ‘Move Voucher to Relocation’ section will appear at the top of screen (as pictured below):

This section allows the transfer of the voucher to be moved to another relocation or assignment record of the employee.

The move function is contained within its own screen rights under the name “Voucher - Move to Different Assignment”, and is defaulted to not be visible.

There are certain times when a voucher cannot be moved to another relocation or assignment:

When a voucher is copied to a new assignment record it will still be necessary to audit the voucher for accuracy such as the Tax Year and Report Date.

This screen will list an active service orders with details. This allows you to check off the service order(s) that you would like to associate this voucher with. If you do not need to associate service orders with this voucher simply click Save and Next.

Complete Date - If this voucher completes the service order you can specify a complete date.

When you click on Save and Next this will activate the Entries tab.

To add an expense, click New in the first row and column of the expense list. This will open an Expense Entry pop-up.

Policy Standing - Select the policy standing for this expense. The default is In Policy, you can also assign Exception and Denied.

Account - Specify the account this expense should be entered under. You can type in the account or use the selector button to return a list of accounts you can select from. This is a required field.

Submitted Amount - Specify the submitted amount for this expense, the currency displayed will be based on your selection on the basic information tab. This is a required field.

Exch. Rate Date - The date that the exchange rate is based, on this will default to the date specified on the basic information tab.

Exchange Rate - This will be either based on the rate specified on the basic information screen, be pulled from exchange rates loaded in the system using the exchange rate date, or will default to 1 if the submitted and payment currencies are the same.

Requested Payment Amt­ - Will be calculated based on the submitted amount and the exchange rate.

Expense Date - ­Specify the date for this expense, this is required field.

A system preference can be set to allow the entry of Service Taxes such as VAT or GST. The preference code RECVATAMNT must be set in the database to EQTRUE. Turning the preference on will active the Add Service Tax button on the Entries Screen and allow the entry of any foreign service tax amounts, such as VAT or GST, associated with the expense. Enter the total amount of the expense including tax and then specify the amount of the expense that is Tax in the Tax Amount field. Multiple service taxes can be entered by hitting the Add Service Tax again.

The Expense Entry screen includes the Tax Year and Report Date fields. These fields are visible and required when:

Values in these fields will automatically populate in the following manner:

When complete, click [Save & New] to save the expense and begin entering a new expense, click [Save] to save the expense and remain on the screen, select [Close] after saving or to close and discard changes. The user will then be returned to the Entries tab and will see the expense(s) entered listed. In the Voucher Balance section, a tally of the Voucher Amount, Denied Expenses, and Expenses is displayed with the difference or balance to show how much in additional expenses are necessary.

The Please Select text box allows users to modify the policy standing of all expenses listed at once. Select <In Policy>, <Exception>, or <Denied> from the list and then click on the [Apply to All] button.

When complete, click [Save and Next] to navigate to either the Tax Results tab (if system is configured for gross up), or the Payment tab.

The Tax Results tab displays basic assignment information, expense information for the expenses included in the voucher and, if applicable, a summary of the Tax Assistance and Withholding information for each Tax Authority for the voucher.

Note:

This section provides information about the assignment. Also, if tax calculations have been done on this voucher this information can be used to assist in the analysis of the tax results displayed below.

This section provides information for each expense in the voucher. For each expense you will see the account associated with the expense, the submitted amount, the submitted currency, the exchange rate used, if any, to determine the payment amount, requested payment currency, expense date, exchange rate used to determine the US dollar amount, US dollar amount that will be used in the tax calculation and also the contents of the expense reference field, if any.

Reimb. (Reimbursable) Total - This field displays the total amount of reimbursable expenses for the voucher.

Tax Assistance - If applicable, this field displays the total amount of tax assistance calculated on all of the reimbursable expenses for the voucher.

Withholding - If applicable, this field displays the total amount of withholding calculated on all of the reimbursable expenses for the voucher.

After Tax Amount - This field displays the sum of the five fields above it. It represents the net (after tax) amount of the reimbursable expenses.

Results will only be seen in this grid if the voucher entry tax policy for the assignment associated with this voucher is set to calculate.

Tax Authority - Each of the assignment’s tax authorities will be listed in this column.

Tax Assistance - This is the total amount of tax assistance the system calculated for each specific tax authority on all expenses for the voucher.

TA% - This is the percentage of tax assistance for the specific authority. It is arrived at by dividing the tax assistance amount for that authority, by the sum of the reimbursable expenses and the total amount of tax assistance.

Withholding - This is the total amount of withholding the system calculated for each specific tax authority on all of the expenses for the voucher.

WH% - This is the percentage of withholding for a specific authority. It is arrived at by dividing the withholding amount for that authority, by the sum of the reimbursable expenses and the total amount of tax assistance.

Click Save and Next to advance to the Payment tab.

The voucher payment area will show Voucher Total, Denied Expenses, Non-Reimburseable, Tax Adjustment and the Payment amounts.

Payee Name - This will display the name of the payee it will be the employee or the vendor selected for this voucher.

Payment Method - The payment method displayed will be the one selected on the Basic Information screen, but you can change it here if necessary. This is a required field.

Address Type - Select the address type that this payment should be sent to.

Address Details - The address will be displayed and you can make alterations if necessary.

Delivery Method - The method that the payment will be delivered, if that information applies.

Check Number - The number of the check, if that information applies.

Check Date - The date of the check, if that information applies.

Reference - You can specify a reference or description for this payment.

Special Instructions - Any special instructions can be specified here.

When complete with the payment details click Save and Next and you will be advanced to the Finalize tab.

Current Status - The current status will be displayed here and this is also where you would update the current status. The order of the status levels as well as the number and names of the status levels can be configured. You may need to Save in between multiple changes to the status.

Status History - The status history will show you the history of the status changes including who it was changed by and the date it was changed.

When complete, Save any changes you made here and then Close to exit the voucher and be returned to the voucher list.

Voucher and/or expense features may be locked down due to Voucher Status or Receivable generation. Voucher and/or expense features will be “locked down” if any of the expenses in the voucher are referenced by the billing module see the Billing User Manual for more information.

To access the Expenses screen click on the Expenses menu item in the Expense Management Menu group.

To access the Voucher Search screen click on the Voucher Search menu item in the General Menu group of the Home tab. This will open the Voucher Search screen.

To add a new voucher click on the + link in the first row and column of the voucher list. This opens a voucher entry pop-up. To see details about the Single Move voucher entry process see the Entering Vouchers from the Vouchers Screen section above. When you close that pop-up you will be returned to the Voucher Search screen. This is where you enter Multiple Move Vouchers that will contain more than one employee expenses from one or more companies.

This section focuses on the differences for the Multiple Move Vouchers so you may need to reference the Entering Vouchers from the Vouchers Screen section above for further details. To add a Multiple Move Voucher click on the + link. This will open a voucher entry pop-up.

For Multiple Move Vouchers select the Multiple radio button for Relocations. This will make the Payee Type Vendor. When you click Save & Next you will advance to the Entries Tab.

To add an expense click on the New link. This will open an Expense Entry pop up.

The screen will be grayed out until you enter a valid Relocation System Number or select an Assignment from the Employee/Relocation Selector screen.

The Employee/Relocation Selector popup can be accessed by selecting search next to the Relocation System Number field. The Employee/Relocation Selector popup will allow you to search for an Employee by Last and/or First Name. An Assignment can then be selected from the data returned. The Include Completed Relocations checkbox will be checked by default.

Once you do that the name of the employee and the assignment From and To locations will be displayed. For Multiple Move Vouchers you may need to adjust the Payor and/or Paid To at an expense level if so those fields are available.

The Other Details section on this screen will be based on the company configuration of the employee selected. This section may also display Service Orders if there are existing Service Orders for the vendor and assignment you are entering for.

If you need to assign this expense to a Service Order make a selection from the Service Order dropdown. When you are complete with this expense you can click Save & New to enter another expense or Save and then Close to be returned to the expense list for this voucher. The list will show each expense with assignment details as well as Service Order details if applicable for each line.

When you are done entering expenses Save & Next will take you to the Payments tab and Approve for Payment will take you to the Finalize tab and set the voucher status to Approved. Please note that Tax Results are not available for Multiple Move Vouchers, taxes will need to be calculated during the payroll process.