Edit an Expense Item

Add details to an expense item after you create it or modify an existing expense item before submitting it.

Expenses may be edited as long as they have not been submitted for approval. To add details for new expense items, follow these same steps, starting with step 3. See Create an Expense Item for details on new expense items.
Tip: You can code individual expense items, as instructed below, or bulk code a group of expenses at once. On the Submit Expense page, under Items Pending Submission, select the items to bulk code. Then select the Code button at the top of this same section. In the Bulk Update window, choose the applicable coding for the selected items, and select Save. If any of the selected items are already coded, the existing coding will be overwritten.
  1. Select Employee Tools > Expenses, and locate the expense item on the Submit Expense page.
  2. Select the Edit button for the expense that you want to edit.
    This opens the Edit Expense window where you can make changes.
  3. In Transaction Date, enter the date that the expense occurred.
    This field defaults to today's date. If you are entering an expense for a prior date, be sure to change this field.
    Note: If you would like the field to default to a blank date, enable portal setting Default New Transactions to Blank Date. This does not apply to Quick Add.
  4. Enter an Item Description (required).
    You cannot save your expense item until you enter a description.
  5. If you have unreconciled credit card transactions, a Match to Credit Card drop-down displays at the top of the page. Use this field to match a credit card expense to your item.

  6. Select a Reimbursement Mode. Available options are determined by your administrator. Some or all of the following options may display:
    • Expense: choose your Unit of Measure, and the enter the Total Amount of your Expense Item
    • Mileage: Enter the distance (Miles/Kilometers) and the amount will auto calculate based on the rate set by your administrator.
    • Entertainment: allows you to choose your unit of measure and the customer (from Vista’s AR Customer list or you can just write it in), and enter the Total Amount of your expense item, Attendee Names, and how many attended.
  7. Choose the expense Type. Available options are determined by your administrator. Some or all of the following options may display:
    • Job: allows you to code by Job, Phase, and Cost Type.
    • Expense: allows you to code your expense to a GL Company and GL Account if your expenses are processed via AP or Earn Code if your expenses are processed via Payroll.
    • Equipment: allows you to code by Equipment, Cost Code, EMC Type, Comp Type, and Component.
    • EM Work Order: allows you to code by Work Order, Work Order Item, Cost Code, and EMC Type.
    • Purchase Order (PO): allows you to code by purchase order and PO items.
      Note: If the item is from a credit card, users see only the PO's that are written to the vendor associated with the credit card. If the item is a reimbursement, users see only the PO's that are written to the vendor associated with the employee.
    • SM Work Order: allows you to code by SM Work Order, Scope, and SM Cost Type.
  8. To add attachments, use any of the following options:
    • In the New Expense Item or Edit Expense Item window:
      • Drag and drop a file or picture of a receipt to the box in the Attached Documentation area, or
      • Click the box in the Attached Documentation area, navigate to, and select the file to attach to the expense item.
    • On the Submit Expense page:
      • Drag and drop a file onto the Paperclip button .
      • Click the Paperclip button for the expense item, navigate to, and select the file to attach to the item.
  9. To edit an attached image, select the Edit Image button at the bottom of the window.
    1. In the new window that opens, select the image to modify from the drop-down, and click Edit.
    2. To rotate the image, select the Rotate left or Rotate right buttons.
    3. To crop the image, click or tap the image, select the part of the image that you want to keep, and click Save.
    4. When you are finished, click Save (if you haven't saved the changes yet), and click Back to return to the expense item.
  10. After you have finished editing, do either of the following:
    • Click Save and Close. You can return to edit an expense up until it is submitted for approval.
    • Click Save and Submit (if available) to submit the expense right away. See Submit Expense Items for Approval for more details.