Create expense reports

Create expense reports for your employees to document business expenses and request reimbursements. After expense reports are approved, the report is processed for payment.

You can also include the following in expense reports:

If an employee has no manager assigned, Sage Intacct automatically approves expense reports submitted by the employee.

Slight difference can occur in shared, multi-entity companies with multiple base currencies. In most cases, you should enter expense reports in the entity. When entering an expense report, Intacct automatically uses the entity's base currency by default.

If foreign currencies are enabled for employee expenses, you can enter expenses in a reimbursement currency that differs from the location's base currency. The reimbursement currency is automatically converted to the entity's base currency using the Intacct daily rate, although you can choose a different rate if needed.

Your administrator can also set the default values for Location, Class, and other fields.

For more information, go to Configure Expenses.

Subscription

Time and Expenses
Regional availability

All regions

User type

Business

Construction Manager
Permissions

Expenses

  • Expense summaries: List expenses, View expense, Add expense

  1. Go to Expenses > All > Expenses > and select Add (circle) next to Staff expenses.

  2. Select or enter a Date filed.

  3. Select an Employee.

  4. Select or enter a GL posting date.

  5. Select a Base currency.

  6. Select a Reimbursement currency.

  7. Select an Attachment.

  8. Enter a Reason for expense.

  9. Enter a Memo.

Enter line items

  1. Select an Expense type.

  2. Enter an Amount.

  3. Select a Payment type.

  4. Enter a Paid to.

  5. Enter a Paid for.

  6. Select or enter a Date.

  7. Select a Department.

  8. Select a Location.

  9. Select Submit or Draft.

Set default expense dimensions

In the Entries section, you can add values directly to each line item, or select Show defaults to define default values to autofill each line item. To set up a value as a default for each existing and new line item, select a value in the applicable field. You can override any default value for a line item.

A dimension is a category of data that you can organize and sort in meaningful ways. Sage Intacct provides the following predefined dimensions:

  • Location
  • Department
  • Class
  • Customer
  • Item
  • Project
  • Supplier
  • Employee
  • Warehouse (if you subscribe to Inventory Control)
  • Contract (if you subscribe to Contracts)

In addition, Intacct enables you to define new dimensions to suit your needs. Use these user-defined dimensions to organize and sort categories of data unique to your business. For example, if you’re a software company with multiple product lines, you can create a user-defined dimension called Line of business. Then add the values Direct customers, Channel partner, and OEM.

Dimensions enable you to collect, sort, analyze, and report on data within one category, or between categories, so you can identify key factors such as:

  • Your most profitable or most costly items or customers
  • The return on investment of a project or department
  • Whether and to what degree a new product or product line is successful
  • Which way a particular aspect of your business is trending
  • Intacct dimensions give you fine control over data definition and data hierarchy

With dimensions, you can customize financial reports around specific business activities, get greater visibility into how the business is doing, and make faster, more meaningful business decisions.

Think of dimensions as a more powerful alternative to subaccounts.

Additional fees can apply for the Project dimension and user-defined dimensions. Contact your account representative for more information.