1. OffLine
  2. Expenses
  3. Expense Reports

Expense Reports

Use the Expense reports functionality to create, view, edit, submit, email, or delete Expense reports. SuiteProjects Pro OffLine shows two categories of Expense reports. Expense reports (All) displays all expense reports you currently are working on in OffLine as well as the expense reports you have downloaded from your SuiteProjects Pro account. Expense reports (Open) displays only open expense reports that have not yet been submitted. When your company uses custom fields, they are available on Expense reports in SuiteProjects Pro OffLine. When you Update, the Expense report and accompanying receipts transfer to your SuiteProjects Pro account. You can also email any expense report in any state to the email address associated with your SuiteProjects Pro account.

Create an Expense report

To create an Expense report:

  1. Click the Expenses tab.

    The Expenses window appears. There are two Expense reports and a Receipts options under View.

  2. Click New.

    The New Expense report window appears.

  3. Type the Expense report name.

    Note:

    This may be configured to be automatically generated in your SuiteProjects Pro account.

  4. Accept the default date (today) or change it.

  5. If required, enter the Cash advance amount.

    Note:

    This field is only available if enabled for your SuiteProjects Pro account.

  6. If enabled, select the Tax location.

  7. Type the Expense report purpose / Trip reason.

  8. Accept the default Currency or change it as required.

    Note:

    This field is only available if Multi-currency is enabled for your SuiteProjects Pro account.

  9. Type any Notes.

  10. To enter Custom Field information, click Custom Fields.

    Custom Fields window appears with the custom fields that are associated with Expense reports in your SuiteProjects Pro account.

  11. Click OK.

After you have created the expense report, you can add receipts — see Receipts.

Edit an Expense report

To edit an Expense report:

  1. Click the Expenses tab.

    Expenses reports (All) view appears.

  2. Click on the Expense report you want to edit. Click Edit.

    The Edit Expense report window appears.

  3. Make the desired changes.

  4. To edit Custom Field information, click Custom Fields.

    Custom Fields window appears with the custom fields that are associated with Expense reports in your SuiteProjects Pro account.

  5. Click OK.

For information about adding, editing or deleting receipts attached to the Expense report, see Receipts.

Submit an Expense report

To submit an Expense report:

  1. Click the Expenses tab.

    Expenses window appears the Expenses list.

  2. Click on the Expense report you want to submit. Click Submit.

    The Submit [Expense report name] window appears.

  3. Check the box if you want the Expense report submitted even when warnings exist.

  4. Click OK.

    A message appears. Click OK to confirm it.

  5. On the Expense reports (All) view, the expense report status changes to Queued for submission (new).

    Note:

    the expense report is submitted during the next update with your SuiteProjects Pro account.

Email an Expense Report

To send a PDF copy of an Expense report to your SuiteProjects Pro email account:

  1. In the expense report list, check the box under the Email report column for the expense report you would like to send to yourself. It can have any status.

  2. Select Update. When you Update, it is queued for emailing and a message appears.

  3. Click OK. It is automatically sent to the email address specified in your SuiteProjects Pro account.

Delete an Expense report

To delete an Expense report:

  1. Click the Expenses tab.

    Expenses window displays the Expenses list.

  2. Click on the Expense report you want to delete. Click Delete.

    Note:

    Only Expense reports with an “Open” status can be deleted. Otherwise, the Delete button will be unavailable.

  3. A message box appears warning that you are about to delete the Expense report. Click OK if you want to delete it.

    Note:

    If the Expense report has not yet been sent to your SuiteProjects Pro account then it will be deleted immediately, otherwise it will be deleted from your SuiteProjects Pro account the next time you update.