Edit an Expense Receipt

Add details to a new expense receipt, or modify an existing expense receipt prior to submitting it.

Expenses may be edited as long as they have not been submitted for approval. For help creating an expense receipt or capturing receipts using the Quick Add option, see Create an Expense Receipt.
  1. Select Employee Tools > Expenses.
  2. In your list of Receipts Pending Submission, locate the expense receipt that you want to modify.
    Tip: On the Receipts Pending Submission page, you can drag and drop attachments to add them to pending expense receipts in the list.
  3. To bulk code a group of expense receipts at once:
    1. In the Receipts Pending Submission grid, select the checkboxes for all receipts to bulk code.
      Important: Bulk coding applies to the selected receipts and all of the expense items on those receipts. If any of the selected receipts are already coded, your bulk coding selections will overwrite that existing coding.
    2. Select the Code button in the Receipts Pending Submission header.
    3. In the Code Update window, choose the applicable coding for the selected receipts and their associated expense items.
    4. Select Save.
  4. To code an individual expense receipt, select the Edit button for that receipt in the Receipts Pending Submission grid.

    The Edit Expense Receipt page opens.

  5. 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.

  6. If this expense receipt is for an unreconciled credit card transaction, use the Match to Credit Card dropdown in the upper right of the page to select the credit card transaction to link to this receipt.

    The Expense Admin imports credit card transactions into the system so that users can code and submit them for approval. See Manage Credit Card Expenses for more details.

    If the portal setting Disable Expense Receipt Description if Credit Card is linked is enabled when you link a credit card in an expense receipt, you will not be able to edit the Receipt Description field. The current receipt description will be added to the receipt Note field and the Receipt Description will auto fill with the credit card transaction description.

  7. Select a Reimbursement Mode. The reimbursement modes available options are determined by your administrator. Some or all of the following options may display:
    • Expense: Choose a Unit of Measure, and, if applicable, a Unit Cost and Qty (Quantity). Then enter the Total Amount of the expense.

    • Mileage: Enter the distance (miles or kilometers) and the amount will auto calculate based on the rate set by your administrator.

    • Entertainment: Allows you to select a customer (from the AR Customer list in Vista) and Unit of Measure. You can also enter the number of attendees, attendee names, and other details.

  8. Select Save to save header information.

    The first line item automatically fills with the header information.

  9. In the lower section of the Edit Expense Receipt page, you can modify an existing expense item or add new expense items to the receipt:
    1. To modify an existing expense item on a receipt, select Edit for that item.
    2. To add a new expense item to the receipt, select Add New Item.

      Note: If you add multiple expense items to a receipt, you can charge the Total Amount on the receipt to different jobs, GL accounts, or other available line types. The total for all items on the expense receipt must be in balance with the Total Amount on the receipt before you can submit the receipt for approval. See Submit Expense Receipts for Approval for details.
    3. To add a note to an existing expense item, or to copy or delete an existing item, select the dropdown arrow next to the Edit button.

  10. When you select to edit or add an expense item, the coding section for that expense item opens. You modify the Coding Type as needed. The Coding Type that you select determines the other fields that display in this section.

    The coding types available are determined by your administrator. Some or all of the following types 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 an 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, 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 purchase orders that are written to the vendor associated with the credit card. If the item is a reimbursement, users see only the purchase orders 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.
  11. To add attachments, select the Add Attachment+ button. You can attach files to the header or to individual expense items. Alternatively, you can drag and drop attachments to either the header or an individual expense item.
    1. In the Add Receipt Attachment pop-up window, select Browse For Attachment.
    2. Navigate to and select the file to attach to the expense item.

      You can add multiple images to an expense item.

    3. Enter an Attachment Description.
    4. In Related Receipt Line Item field, select Receipt Header to attach the file to the expense receipt header, or select an expense item to attach the file to that item.
    5. Select Attach File.
    6. To remove or edit the attached image, use the attachment editor controls.

      You can browse through multiple attachments, or add, download, delete, or edit an attachment (crop and rotate).

  12. When you are finished modifying or adding an expense item, select Save Changes.
  13. After saving an expense item, attachments display at the bottom of the Edit Expense Receipt page in their own separate section. You can continue to manage these attachments using the attachment editor controls or by selecting Edit for an individual expense item:
    1. If you select the pencil icon to edit a saved attachment, the Edit Image window opens.
    2. Choose the image to edit in the Select an Image dropdown.
    3. Select Edit.
    4. To rotate the image, select the Rotate left or Rotate right buttons.
    5. To crop the image, select or tap the image and drag the frame guides to select the part of the image that you want to keep.
    6. When you are finished, select Save.
    7. Select Close to return to the Expense Receipt page.
  14. After you have finished adding expense items to the receipt, select Save in the receipt header.
  15. When you are finished adding all expense items to the receipt and are ready to submit the receipt for approval, you can either submit it directly from the Edit Expense Receipt page (if enabled by your administrator) or from the Submit Expense page.
    Important: Expense receipts cannot be edited once they are submitted.

    If you are able to submit receipts directly from the Edit Expense Receipt, the Submit button is available only if the total for all expense items is in balance with the total amount on the receipt. Depending on your portal setup, you may be required to select a reviewer before submitting an expense.

Submit Expense Receipts for Approval.