Key tasks: Modify expense reports [AX 2012]

Updated: March 3, 2014

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

This topic explains how to change or update an expense report in Enterprise Portal for Microsoft Dynamics AX. You might need to update an expense report for a variety of reasons, including the following:

  • To remove intercompany expenses that should not be included in the report

  • To remove personal expenses from the report

  • To add names of all guests for an entertainment expense

  • To return an unused portion of a cash advance

  • To attach missing receipts to the report

ImportantImportant

After an expense report is submitted for approval, you can modify the line items only if the approver returns the expense report for changes or the submitter recalls the expense report.

  1. Click Expenses on the top link bar, and then click Expense reports on the Quick Launch.

  2. In the Expense report number column, select the expense report that you want to modify.

  3. Modify the expense report and the line items by using the procedures in this topic.

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  1. On the Edit expense report page, select the line item that you want to modify, and then on the Expense lines FastTab, click Edit.

  2. When you have finished making changes, click Save and close.

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After you create and save an expense report, you can add expense line items, provided that you have not submitted the expense report for approval.

  1. On the Edit expense report page, on the Expense lines tab, click Add new expense, and then select the type of expense that you want to add.

  2. On the New expense line page, enter information about the expense.

    Use the Itemize, Distribute amount, Guests, and Link receipts buttons in the Maintain group to add more detailed information or required information.

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For certain expenses, you can list individual charges that produce the total amount. For example, you can divide a hotel charge into a daily room rate, room service charge, and laundry charge.

If you want to add multiple itemized lines, complete the following procedure.

  1. On the Edit expense report page, select the expense that you want to itemize, and then click Itemize.

  2. On the Itemize FastTab, enter the check-in date for the expense, and select the expense category.

  3. Enter the number of nights and the rate per night, and then click Add.

  4. On the Itemized line item tab, click Add.

  5. Select the expense category and the date of the expense, and then enter the amount that you want to itemize.

  6. Repeat steps 1 through 5 until you have added all of the itemizations for the expense. When you have finished, click Save and close.

If you want to add one itemized line, complete the following procedure.

  1. On the Edit expense report page, select the expense that you want to itemize, and then click Itemize.

  2. On the Itemized line item tab, click Add.

  3. Select the expense category and the date of the expense, and then enter the amount for the item.

  4. Select the project ID, if a project ID is necessary, and then click Save and close.

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You may want to assign responsibility for an expense to more than one group, organization, or party record. The expense amount can then be distributed among those groups, organizations, or parties. For example, you travel to Germany for 10 working days. You spend six days working for legal entity A and four days working for legal entity B. When you distribute the expense amount, legal entity A is responsible for 60 percent of the expenses, and legal entity B is responsible for the remaining 40 percent.

When you are distributing expenses for a project, you can view information for your projects in the project validation forms in Microsoft Dynamics AX. However, you cannot filter projects by legal entity. Regardless of the legal entity that you are logged on to, you see the same list of projects. For example, if you are logged on to LE1, you see the same list of projects that you would see if you were logged on to LE2.

  1. On the Edit expense report page, select the expense that you want to distribute, and then click Other > Distribute amounts.

  2. On the Distribute amounts page, select whether you want to distribute the expense as an amount or a percentage.

  3. Select the legal entity, project ID, and category to which you are distributing one part of the expense.

  4. Enter the amount or percentage that you want to distribute, and then click the check mark icon to save your entry.

  5. Click Split to add another line. Repeat steps 3 and 4 until you have distributed the total expense.

    If you want to distribute the expense amount equally among the legal entities, click Distribute equally.

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You can add intercompany expenses to an existing expense report. For more information about how to add intercompany expenses to an expense report, see Key tasks: Create expense reports.

If you have created an intercompany expense report and the expense report should not include intercompany expenses, on the Expense lines FastTab, remove all intercompany expenses, and then on the Expense report FastTab, clear the Intercompany expense report check box.

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Part of an expense transaction that you charge to your corporate credit card may consist of a personal expense. For example, the total expense for a meal is EUR 65, but your spouse/partner joined you for the meal. Because your spouse/partner's meal is not covered by your organization, you can split the transaction. The cost of your spouse/partner's meal is then listed as a personal expense that you owe to your organization.

NoteNote

You can split a credit card transaction to include a personal expense only if the credit card transaction has been imported into Microsoft Dynamics AX. You cannot manually enter a transaction and then split it.

  1. On the Edit expense report page, on the Expense lines tab, select the imported transaction that you want to split, and then click Split to personal.

  2. Enter the amount of the transaction that you want to assign as a business expense.

  3. Select Add remaining to personal, and then click Save and close.

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If you receive a cash advance from your organization, but you do not spend the whole amount, you can create an expense line on an expense report to return the rest.

  1. On the Edit expense report page, on the Expense lines FastTab, click Other > Return cash advances.

  2. Select the category for the returned cash advance, and then on the Action Pane, select Add to summary.

  3. Select the line for the returned cash advance, and then on the Expense lines FastTab, click Edit.

  4. Enter the cash advance amount that you want to return, and then click Save and close.

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When you enter entertainment or meal expenses on an expense report, you may have to enter expenses for other people. For example, you may take a potential client to dinner. When you enter the meal expense on your expense report, you can also list your guest.

  1. On the Edit expense report page, select the expense to which you want to add guests, and then depending on the version of Microsoft Dynamics AX 2012 you are using, do one of the following:.

    • In Microsoft Dynamics AX 2012 R2: Click Other > Persons entertained.

    • In Microsoft Dynamics AX 2012 R3: Click Other > Guests.

  2. Select whether the guest is internal to your organization, a personal guest, or a contact that is external to your organization.

  3. Select the name of the guest, and then enter the guest's company or organization and title.

  4. Repeat steps 1 through 3 for each guest that you want to add to the expense line.

  5. Click Save and close.

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You can attach electronic receipts for expenses to an expense report. You can also view receipts that are already attached. You can attach receipts to the expense report at any time.

  1. On the Edit expense report page, on the Action Pane, on the Expense report tab, in the Attach group, click Receipts.

  2. Click one of the following buttons to attach a receipt to your expense report:

    • Attach receipt file – Browse your computer to locate and attach a copy of the expense receipt.

    • Attach captured receipts – Attach a receipt that was submitted by using a mobile phone, fax, or other device.

    • Add URL – Add the URL for the location of the expense receipt.

  3. When you have finished attaching receipts to the expense report, click Close.

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For information about how to submit an expense report, see Key tasks: Create expense reports.

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For information about how to print an expense report or a bar-coded cover page, see Key tasks: Create expense reports.

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Announcements: To see known issues and recent fixes, use Issue search in Microsoft Dynamics Lifecycle Services (LCS).

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