Report Employee Expenses

Access Mobile Expense

You can record and manage expenses using the Mobile Expense application.

Add Expense

For non-mileage expenses

• Category – Select an Expense Category (linked to the GL Account → External Expense Category mapping).

• Amount – Enter the total expense amount.

For mileage expenses

• Category – Select the Mileage Expense Category, then populate:

  • Beginning Odometer

  • Ending Odometer

  • Commute Miles

• Quantity (Miles) – Auto-calculated using:
  Ending Odometer − Beginning Odometer − Commute Miles

• Rate (per mile) – Auto-populated from the Expense Report Policy → Mileage Rate.

• Amount – Auto-calculated using:
  Quantity (Miles) × Rate (per mile)

Additional fields (for all expense types)

• Date – Enter the Expense Date.

• Memo (Optional) – Enter a note or description for the expense.

• Non-Reimbursable – Check this if the expense was paid using a company credit card (e.g., company card, corporate payment, or centrally billed charge).

• Accounting Variable 1–4 – Optional fields for additional classification or reporting (department, cost center, project, region, etc.)

  Note: You can customize which Accounting Variable or additional custom fields appear on the Expense page by editing the Fields After Memo fieldset on the Employee Expense object.

• If Non-Reimbursable = checked, the expense is typically recorded for reporting, but not included in reimbursement totals.

• Mileage calculations and rate enforcement depend on an active Expense Report Policy (where Is Mileage = true for mileage categories).

Attachments

Attach supporting receipts or files to the expense record.

• Multiple files can be attached.

• Attachments serve as proof for audit or approval purposes.

Save

After entering all required details and attachments, click Save to record the expense.

Report Reimbursable Expenses

• View the list of Reimbursable Expenses.

• Select one or more expenses, or click Select All.

• Click Report Selected.

You can also double-click an entry to Edit, Delete, or Add Attachments.

After submitting, you will be redirected to the Expense Report page — a simplified version of a Purchase Invoice.

• You may Edit, Delete, or Submit for Approval.

• Once submitted for approval, the report becomes locked for editing. To make changes, you must Recall Approval.

  • Only the record owner can recall approval.

Submitted Expense Reports

• You can view all submitted Expense Reports from this page. The system displays a list of Purchase Invoices that meet all of the following criteria:

  • Is Employee Expense Report = true
  • Buy-from Vendor = the logged-in user’s default vendor
  • Payment Status ≠ Fully Paid OR Posting Date is within the last 12 months

• Double-click any entry to review or update details.

Rejected Expense Reports

• Double-click to review the rejection reason.

• Edit the expense report as needed and resubmit for approval.

Posting Purchase Invoice

All Purchase Invoices created from Expense Reports must be approved before posting. You can approve the

Report Non-Reimbursable Expenses

• View the list of Non-Reimbursable Expenses.

• Select one or more expenses, or click Select All.

• Click Report Selected.

You can also double-click an entry to Edit, Delete, or Add Attachments.

After submission, you will navigate to the General Journal page for review.

• You may Edit, Delete, or Submit for Approval.

• Once submitted, the journal is locked for editing. To make updates, Recall Approval first.

  • Only the record owner can recall approval.

Submitted General Journals

• You can view all Submitted Journals Expense Reports from this page. The system displays a list of General Journals that meet all of the following criteria:

  • Is Employee Expense Report = true
  • Employee = the logged-in user
  • Document Status = Open OR Posting Date is within the last 12 months

• Double-click any entry to review details.

Posting General Journals

All General Journals created from Expense Reports must be approved before posting.

Article Report-Employee-Expenses  ·  Last updated April 27, 2026 · GoldFinch ERP Help Center