Expense Reimbursement Requisition Work Area

Settings that affect your Expense Req Work Area can be found in Requisition Entry Options and User Defined Field Settings.

Status	Description
NEW	•Req was just added or modified during this session and is ready for processing.
ON HOLD	•Req is on hold and will NOT be processed with other lines.
DELETED	•Req was deleted during this session and will be removed when you exit your Work Area.
APPROVING	•Req is currently in the approval process.
APRV. HOLD	•Requisition is in the approval process but has been put on-hold by one of the approvers of the requisition (see note/comment at the top of the screen). •If you modify the requisition, the “hold” will automatically be released and the status will go back to “NEW”.
REJECTED	•Req was rejected during the approval process. You can delete the requisition or modify it and try again. •See the internal notes for the line item(s), which may include comments entered by the user who rejected the requisition.
APPROVED	•Req has been approved and awaits processing. Payment/reimbursement will be issued to you soon.

Button

Description

[EXIT]

•Exit your Work Area and return to the Main Menu, without processing your new Requisitions (i.e. leave them in your Work Area to be processed later).

["GEARS"]

•Exit your Work Area and process your new Requisitions, at which point they will be sent for on-line approval before payment is issued to you (i.e. reimbursement for your expenses).

[ADD]

•Add a new requisition. This takes you to a blank Req Header Screen.

[MODIFY]

•Modify the selected Req.

•Alternatively, double-click on the line.

•This takes you to the Req Header Screen.

•If a requisition has already completed all or part of the approval process and is then modified, the approval process will start over for the modified line(s).

[DELETE]

•Delete all line items on the selected requisition.

•"DELETED" will appear in the Status Column and the requisition will be removed when you exit your Work Area.

•Select [DELETE] again to un-delete the requisition

•Alternatively, you can delete individual line items on the Req Header Screen.

[HOLD]

•Place all line items on a requisition on-hold. This prevents the requisition from being processed with other new requisitions when you exit your work area.

•To release a requisition, select [HOLD] again.

•If you modify the requisition, the “hold” will automatically be released and the status will go back to “NEW”.

•Alternatively, you can put individual line items on hold on the Item Req Details Screen.

[FIND]

•Find (move to) an existing requisition.

If the applicable setting has been enabled in Requisition Entry Options, you can split-charge a req to multiple cost centers by entering “*” (an asterisk) in the Charge-To Cost Center Field, in which case the ship-to cost center specified for each line item will be used as the charge-to for each item.

If the applicable setting is enabled in Misc. Approval Rules and Settings, you can manually select approvers for new requisitions. If so, you will be prompted to select one or more approvers when you click the [DONE] button.

Any approvers that you select manually will be added to the approval levels that are assigned by the system automatically based on the business rules, if any exist. That is, your requisition may actually require approval from more people than you select here.

The selected approver(s) will be applied to all "NEW" line items when the requisition is processed. When modifying already processed requisitions, the selected approval levels will not affect already processed lines (unless you changed them, in which case the status will show "NEW").

Status	Description
NEW	•Line item was just added or modified during this session and is ready for processing.
ON HOLD	•Line item is on hold and will NOT be processed with other lines.
DELETED	•Line item was deleted during this session and will be removed when you exit your Work Area.
APPROVING	•Line item is currently in the approval process.
REJECTED	•Line item was rejected during the approval process.
APPROVED	•Line item has been approved and awaits processing. Payment/reimbursement will be issued to you soon.

Button	Description
[DONE]	•Save changes to the req.
[CANCEL]	•Exit without saving your changes. Depending on the changes that you have made to individual line items, this option may not be available.
[ADD]	•Add a new item to the Req. This will take you to a blank Line Item Details Screen.
[MODIFY]	•Modify the selected line item. This will take you to the Line Item Details Screen. •If an item has already completed all or part of the approval process and is then modified, the approval process will start over if the line is modified.
[DELETE]	•Delete the selected line item. •"DELETED" will appear in the Status Column and the item will be removed when you exit your Work Area. •Select [DELETE] again to un-delete the item.
[HOLD]	•Place an item on-hold. This prevents the item from being processed with other new requisitions when you exit your work area. •To release an item, select [HOLD] again. •If you modify an item, the “hold” will automatically be released and the status will go back to “NEW”.
[BUDGETS]	•Displays a summary of the budgets for all applicable account codes on the req, including charges for the current requisition (“Doc. Value”). •You can also click the green, yellow or red hyperlink at the top of the screen (the color of the link indicates that the requisition is within, over or approaching the budget limit).
[HISTORY]	•View the history of charges to the applicable cost center.
[PREVIEW]	•Preview the Req in your printed format.

If you are requesting reimbursement for multiple expenses (i.e. more than one receipt), you can either create separate line items on the requisition (i.e. one for each expense/receipt), or you can create a single line item on the requisition for all receipts (i.e. one line for the total value of all receipts).

The decision to use one line item vs. many lines typically depends on which fields that you are using, and your reporting requirements (i.e. how accurate/detailed the history of expenses needs to be). For example, if your policies are to record the supplier for each expense, then you would have to create multiple line items (one for each supplier).

Similarly, you may decide to enter multiple line items depending on which account code fields you are using. For example, if you are populating the Project or Job fields, then you will need a separate line item for each Project or Job.

TIP: If you are only recording the G/L Account for each expense but not using the other account code fields, then you can create a single line item on the requisition and split charge that single line item to many G/L accounts using the [SPLIT CHARGE] button.

Again, these are just common examples for illustration only. You may not be coding expense reimbursement transactions at all, in which case don't feel obligated to use any of these fields.

Please speak with your System Administrator if you have questions about your internal policies or how your organization has chosen to use Expense Reimbursement Requisitions.

In addition to field-specific defaults (outlined for each field below), you can optionally default some fields for new line items based on the previously entered line item. This can reduce data entry when entering multiple items for the same purpose. See Requisition Entry Options for details.

Field

Description

Item Code

•Enter or select an item code or enter <*> (an asterisk) to use a one-off item.

•TIP: You can view the details of an item before actually selecting it, using the [VIEW] button while on the item Lookup list.

•NOTE: You can select item codes to default information from the Item Master File and reduce data entry, but all Expense Reimbursement Requisitions are processed as one-offs. When you save the screen, the item code will be converted to an asterisk ("*"), as Expense Reqs do not update item history, since the item was not actually purchased through SpendMap.

Description

•Up to 64,000 characters of text can be used to describe the item which will appear on the Req form and many reports and can be used to search for Reqs in the system. However, be sure to include all essential information in the first line of the description as the first line is used to reference the line item on some screens and reports where it’s not practical to include the full (extended) description.

•Right-mouse-click to access spell check and cut and paste functions.

•You can access the [BOILERPLATE] button (details below) when the cursor is on the Description Field.

•TIP: To enter internal notes or attach files (e.g. scanned receipts) to the requisition, use the [NOTES] button (details below).

Quantity and UOM

•Enter the quantity of the item and the unit of measure.

Location

•This field is not used for Expense Reimbursement Requisitions.

Ship-To

•The cost center that the item was shipped (sent) to, if required.

•This is an optional field but might be used for reference purposes, for reporting purposes, when searching for the requisition in other areas of the system, etc.

G/L Account

•Enter an individual G/L Account for this line item or use the the [SPLIT CHARGE] button to charge this line to more than one G/L.

•G/L Account Codes are used to categorize and track your spending. While the title of this field can be renamed, the term “G/L Account” generally defines the type of item being purchased. For example, most organizations would have G/L Account codes for things like office supplies, meals/accommodation, car rentals, etc.

Project and Job

•The Project and Job fields can be used to complement the G/L Account and Cost Center fields to categorize and track spending. You can track spending history and otherwise sort, filter and search for information in the system by Project and Job.

Request-by

•Enter a Request-By code for this line item, if required.

•While the title of this Master File can be renamed, the Request-By field is typically used to record the individual that used an item (i.e. the end-user of the item) when that person is not creating the requisition in the system him or herself. Request-By codes are most commonly used when someone is requesting items on behalf of someone else.

Category A/B

•If required, enter a Category A and B for the item.

•The categories may be used to route the requisition to the appropriate people for approval.

Order Item
(Do Not Relieve Stock?)

•This field is not used for Expense Reimbursement Requisitions.

Supplier

•Enter a supplier code, if required.

•This is an optional field but might be used for reference purposes, for reporting purposes, when searching for the requisition in other areas of the system, etc.

Price/Unit

•Enter the unit price for the item and the unit of measure for the price.

•The price will be multiplied by the quantity field, above, to determine the total value of the line item.

Taxes

•Tax codes are used to calculate taxes for the line item based on the tax rate (percentage) entered in the Tax and Exchange Rates Master File.

Date Required
(delivery date)

•This optional field may be used to indicate when the item was ordered or received, which may be of interest to whomever might approve the requisition.

•If you are using SpendMap's budget tracking features and if you have configured SpendMap to commit budgets on the delivery date of the item, this field can be used to determine the budget period that this requisition will impact.

Button	Description
[OK]	•Save changes to the item and return to the Requisition Header Screen.
[CANCEL]	•Exit without saving your changes
[BOILERPLATE]	•Drop a “Boilerplate” (standard clause) into the description, when the cursor is on the Description Field. The Boilerplate content/text will be inserted at the current position of the cursor.
[SPLIT CHARGE]	•Split-charge this line to more than one G/L Account. •See also One line or many lines when submitting multiple receipts, above.
[NOTES] (includes file attachments)	•Enter or modify the internal notes or file attachments for the line item. •Each item on the req can have its own notes and attachments, which can be referenced when viewing the req throughout the system (e.g. when approving the req, in View Req Status, etc.). •Notes and attachments are commonly used to justify the request, to attach scanned receipts, etc.

SpendMap User Guide (v15)

Status Column

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