New! Multiple Line Coding in Expenses in 2023 R12

The 2023 R12 release introduces multiple line coding for expenses and credit card transactions.

Users can now code multiple expense items to the same expense receipt and charge each of those different line items to a different job, expense account, or any of the other expense types that you have enabled in your portal.

Following is a summary of the highlights regarding this change. For details about all of the changes made in this release, see What's New in 2023 R12.

When Entering Expenses

  • The Edit Expense Item window has been renamed Edit Expense Receipt. Once users enter a Receipt Description and Total Amount on a receipt, they can add expense items and charge them to the appropriate accounts.

  • The total for expense items must balance with the Total Amount entered for an expense receipt. The system automatically alerts users when expense line items are out of balance with the receipt total.

    Note: Credit card transactions that were split between expense items in a previous version will remain split after the update to version 23.12. These transactions will be migrated to individual expense receipts that will display as Out of Balance. However, the system will not require that these migrated receipts be brought into balance before they can be submitted for approval.
  • Users can add attachments from their computer to the expense header or to expense item lines. However, the ability to drag and drop attachments is no longer available. Users can also modify or remove attachments using familiar PDF viewer tools.

See Edit an Expense Receipt for details.

When Submitting Expenses

  • On the Submit Expense page, the Items Pending Submission section has been renamed Receipts Pending Submission:

    • For receipts coded to multiple line types, the phrase Multiple Lines displays in the Charge To column. Receipts that are missing coding show a red information icon in the Charge To column.

    • The Receipt Description displays with Out of Balance if the total for the expense items on that receipt does not equal the total amount on the receipt. Users cannot submit receipts that are out of balance.

  • When the portal setting Allow users to Submit individual expense receipts is enabled, users can submit individual expense receipts directly from the Edit Expense Receipt page. However, instead of a Save and Submit button, users will see separate Save and Submit buttons.

  • When the portal setting Allow employees to select Expense Reviewer on submission is enabled, the selected reviewer is assigned to review all line items on the receipt.

See Submit Expense Receipts for Approval for details.

In Expense Approval

  • Reviewers can select a line in the Expense Approval grid to expand that line, and view and approve individual expense items attached to that receipt. Reviewers will have access only to those line items that they have permission to approve.

  • Reviewers can select the View button for a line in the grid to open and edit details on an expense receipt, or to approve or reject expense items directly from the receipt.

See Approve Expenses for details.

In Expense Posting

  • The Expense Posting grid now shows receipt header information. Users must expand a grid line to see individual line items attached to the receipt.

  • When a receipt is moved to a batch, all line items on that receipt are moved to the same batch.

  • Line items on a receipt will have their own Actions button with options to View Workflow, Reset Approvers, or Reject the line item. If any one line item is rejected, the entire receipt is rejected. The employee must resolve the issue with the rejected line and then resubmit the receipt for approval.

See Post Expenses to a Batch for details.