You can use the mobile app to enter and itemize transactions and add them to an existing or new expense report. If your site uses custom fields in an expense report, the custom fields also appear when entering transactions on the mobile device.
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a New Transaction
Follow these steps to enter a new transaction and optionally itemize the transaction:
- Tap Expense and then tap the Create a Transaction tab, or tap New Transaction after creating an expense report as described in Creating an Expense Report on the Mobile App. The Transaction screen appears:
- The Report field at the top of the Transaction screen provides a popup menu for selecting or creating an expense report for the transaction. Tap the Report field, and then choose the report name or Create a new report from the popup menu.
Note: If you choose Create a new report, you must first create the new report as described in Creating an Expense Report on the Mobile App. - Tap the Date field to select a date from the calendar that appears, and tap Done to finish.
- Enter a merchant name in the Description field.
- Tap the Type field to select an expense type for the transaction:
- See "Entering Attendees for Meals and Other Expense Types" in this topic for details on entering attendees for meals and other expense types.
- See "Entering a Mileage Transaction" in this topic for details on entering mileage transactions.
- Enter the amount of the transaction in the Amount field.
- To change the currency, select a new currency in a popup menu by tapping the Currency field.
- Enter a reason for the expense in the Purpose field.
- Tap the Receipt field to attach a receipt for this transaction. You can then tap the following:
- Take a photo of the receipt: Capture the receipt as described in Capturing and Viewing Receipts with the Mobile App.
- Select from Unassigned Receipts: Select an unassigned receipt in the Digital Wallet. You can then tap the receipt to attach it to this transaction.
- Select from your photo gallery: Select an image in the photo gallery on your mobile device to use for the receipt.
- If cost allocation segments have been set up for your site, tap the cost segment field to assign a cost allocation code for the transaction. This field may be optional depending on your cost allocations.
- Tap other fields that have been customized for expense reports.(Optional) Tap the Itemize button at the bottom of the Transaction screen to itemize the transaction. The total amount itemized and the remaining amount appear at the top of the screen.You can then enter an amount and change the expense type for the first itemization, and tap Save at the top of the screen to save it. The Report screen appears showing the itemized transactions underneath the main transaction:
- Tap + Add Itemized to add another itemization. The Transaction screen appears with the total amount itemized and the remaining amount at the top of the screen. Repeat the above step. Repeat the above step for each itemization until the remaining amount is zero.
- Tap Save at the top of the Transaction screen to save the transaction in the expense report.
Viewing and Editing Transactions
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- Tap Expense, and then tap Reports (if it is not already selected) to view your reports.
- Tap the report's name to view its transactions. The Report screen appears.
- Tap a transaction, such as the out-of-policy transaction for "Togos" below:
- The Transaction screen appears. If the transaction is out-of-policy or is not complete, a warning appears at the top of the screen:
Change the transaction as needed. For example, you may need to attach a receipt, add an attendee for a meal or meeting, or change the expense type:- See Managing Receipts with the Mobile App for instructions on capturing and attaching a receipt.
- See "Entering Attendees for Meals and Other Expense Types" in this topic for details on entering attendees for meals and other expense types.
- See "Entering a Mileage Transaction" in this topic for details on entering mileage transactions.
- Tap Save at the top of the screen to save your changes.
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You can itemize a transaction while creating it, or after saving it. Follow these steps:
- Tap Expense, and then tap Reports (if it is not already selected) to view your reports.
- Tap the report's name to view its transactions. The Report screen appears.
- Tap a transaction to open it. The Transaction screen appears.
- Tap the Itemize button at the bottom of the Transaction screen to itemize the transaction. The total amount itemized and the remaining amount appear at the top of the screen.
- Enter an amount in the Amount field, and change the other fields. For example:
- Change the expense type in the Type field to itemize the transaction over multiple expense types.
- Remove other attendees from the Attendees field to itemize the transaction for the first attendee. You can then itemize the transaction again for the second attendee, and so on.
- Tap Save at the top of the screen to save it. The Report screen appears showing the itemized transaction underneath the main transaction:
- Tap + Add Itemized to add another itemization. The Transaction screen appears with the total amount itemized and the remaining amount at the top of the screen. Repeat Steps 5-6 for each itemization until the remaining amount is zero.
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Entering a Mileage Transaction
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Follow the steps in "Entering and Itemizing a New Transaction" in this topic, and if you select an expense type that requires attendee tracking, the Attendee field appears with your name (as the expense report submitter). As you enter the name of an attendee into the Attendees field, :
Follow these steps:
- Tap Add attendee to add an attendee. The Attendee screen appears.
- Do one of the following:
- Tap Create new attendee to create a new attendee. You can then enter the name and company of the attendee, and tap Save.
- Tap the search field to search by name or by company, and start entering the name or company. As you type, suggested names appear from company address books, and from global address books your site may have configured, such as The NPI (National Provider Identifier) Registry of health providers, as well as from your personal address book. You can
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- tap a suggested name. or continue entering a name
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- and tap Done.
The attendee name appears in the Attendees field. You can add another attendee by repeating the above steps.
To split the cost of the transaction across attendees by entering percentages for each name. See "Itemizing a Transaction" in this topic.