Submitting an Expense Report in JD Edwards

Issue/Question

How can I submit a request for reimbursement of a business expense I have personally incurred?

Environment

• Westmoreland Mining LLC
  • Internet Browser
    • JD Edwards
      • Expense Management P09E2011

Resolution/Answer

IMPORTANT NOTE: All screenshots below are from the JDE Test Environment (PY920).  When working with live data, please ensure you are in the JDE Production Environment (PD920).  The Production Environment can be visually identified by its GREEN color scheme, as opposed to the ORANGE color scheme in the Test Environment, as shown in the screenshots below.  Expense reports created in the Test Environment cannot be paid, even if approved by your manager.

Begin by navigating to the 'Expense Entry' application at User Menus > Expense Entry & Approval.

If you have submitted any previous expense reports, you may view them here by clicking the 'Find' button. To modify an existing reporting that has not yet been submitted, single-click on the 'Expense Report Number' value for the line you wish to adjust. To submit a new expense report, click 'Add New Report'.

This will bring up a summary view of the report, which will begin blank. Begin by filling in the header information. The 'Expense Report Type' will automatically populate as 'Travel and Entertainment'; this is the only expense report type we will be using at this time. Enter a valid date on or before the current date and on or after the dates on all individual expenses that are to be entered on the report into the 'Expense Report End Date' field. Provide a brief description of the report being submitted in 'Expense Report Description'. The 'Default Business Purpose' you enter here will populate into the 'Business Purpose' field on each expense entered (see below) but can be overwritten as needed. When all header information has been entered, click 'Add Expense' to begin adding expense detail.

Fill out the detail information for your first expense:

1. Select your 'Expense Category' by entering a valid code, or search for expense type codes using the 'Visual Assist' on the field.
2. Select a 'Charge to Type' of 'Business Unit'.
3. When you move to the next field, this will cause your designated Home Business Unit to populate into the 'Business Unit' box.
4. Enter a valid location (currently 'US' and 'CA' are the only options) in 'Expense Location'.
5. Select your 'Payment Method' from the dropdown. This field is required but used for reporting only within our current environment. Typically, you will select 'Not applicable' for mileage reimbursement expenses and 'Cash/Check/Credit' for everything else.
6. 'Quantity' is optional unless the expense is rate based, such as mileage reimbursements. If using an 'Expense Category' of 'MILE' or 'KMOV', enter the total mileage travelled in the 'Quantity' box, otherwise you may leave it blank.
   • Note that mileage reimbursements work slightly differently for US and Canadian employees.  US employees will always use a category of 'MILE' for all mileage reimbursrements, but Canadian employees will use 'MILE' only for the first 5,000 km reimbursed in calendar year.  All mileage reimbursements beyond this threshold should be booked to 'KMOV'.
7. Likewise, you need not populate 'Expense Amount' if the 'Expense Category' is 'MILE' or 'KMOV', but otherwise this is where the requested reimbursement amount will be entered.
8. For Canadian employees, see below for information about correctly recording any GST paid with an expense.

Most expense categories require some additional informational fields be completed before the expense can be submitted. Click 'Additional' near the top of the screen to view these fields. If a field is marked with an asterisk, it is required. If you entered a 'Default Business Purpose' on the summary screen, the value entered will populate into the 'Business Purpose' box if present. You may overwrite the value as needed.

For Canadian employees only: Any GST you pay with reimburseable expenses can be deducted from the company's total GST liability, so it is important to ensure amounts paid for GST are recorded separately in your reimbursement entry.  For example, you make an office supplies purchase of $100.00 CAD to which $5.00 CAD of GST is added, producing a total reimbursement of $105.00 CAD.  A reimbursement item for $100.00 CAD would be booked to an 'Expense Category' of 'OFC' to cover the base expense, and an additional reimbursement item for $5.00 CAD would be booked to an 'Expense Category' of 'GST' to correctly categorize the GST expense.  Additionally, for all GST expenses, you will still select a 'Charge To Type' of 'Business Unit', but you must manually update the business unit value that will auto-populate with the company number under which your home business unit falls.  This value will typically be the first three digits of your Home Business Unit.  For example, if your Home Business Unit is '426115', you must enter a business unit of '426'.

If you enter additional expenses after recording a GST expense, your next expense record will automatically populate with this same modified business unit value.  Please be sure to change it back when recording non-GST expenses.

When done entering information for your first expense, click 'Add New' to continue adding expenses to this expense report, or 'Save and Close' to return to the summary page. If adding further expenses, many of the fields explained above will populate with the same values used on the prior expense and it will not be necessary to update them, but please review for accuracy. Continue entering as many expenses as needed. Click 'Save and Close' when all have been entered to return to the summary page. You will now see a list of all expenses that have been added.

Receipts are to be individually attached to applicable expenses — typically anything over $25 USD / $35 CAD, with the exception of mileage reimbursements. To do so, right click on the line to which you would like to attach a receipt and select 'Attachment'.

The 'Attachment Manager' pane will open on the right-hand side of the window. Click the page icon to add an attachment.

It is possible to add text attachments/notes at this point, but typically attachments will be PDFs or image files. Select 'File/URL Attachment' in the 'Attachments' pop-up.

Select an 'Attachment Type' of 'Local File' and either use the 'Choose Files' button to navigate to your desired attachment or simply drag and drop your file into the box. Click 'Save' to confirm attachment.

Once all applicable files have been attached, click the blue X to close the 'Attachment Manager' pane.

Check to ensure the file was attached by looking for the paperclip icon at the left end of the grid.

You may continue to add and remove expenses and attachments as needed. Clicking 'Close' will save the report without submitting it, allowing for future revisions. If you are ready to submit your report for approval, click 'Submit'. This will take you back to the initial 'Expense Entry' screen. Click 'Find' to update the list of expense reports and confirm your submitted report shows a 'Report Status' of 'Approval Required'. Your expense report creation and submission is now complete, but you can return to this screen at any time to check the status of your reports.

When returning at a future time to check on the status of your report, these are the most common statuses you will see and roughly what they mean:

• 'PENDING COMPLETION': Your expense report has not yet been submitted for approval.
• 'Approval Required': Your expense report has been submitted and is awaiting approval by your defined supervisor.
• 'Audit Required' or 'Verify Receipts Received': Your expense report has been approved by your supervisor and is awating review by AP.
• 'Employee Review from Manager' or 'Employee Review from Auditor': Your expense report has been rejected by your supervisor or AP; please review, update as required, and resubmit. Resubmitted reports will return to your supervisor for approval whether they approved the original version or not. If you have any questions about the rejection, please reach out to your supervisor or AP as appropriate.
• 'Reimbursed - Complete': Your expense report has been approved by both your supervisor and AP and has been submitted for payment. Payment will typically occur within one week of full approval.

If you encounter any other statuses, please reach out to AP or submit a Service Desk ticket for more information.