Enter a unique batch ID that is assigned to this expense. A batch ID can consist of up to 20 alphanumeric characters and must be unique in combination with the Batch Type and the Transaction ID. This field is required.

Click to select a batch type for this expense. The valid values are all those values that were entered in the Manage Expense Batch Types screen. The batch type must be unique in combination with the Batch ID and the Transaction ID. This field is required.

Enter a unique transaction ID for this specific expense. This allows you to distinguish this expense from all the other expenses associated with the same Batch ID and Batch Type. The transaction ID can consist of up to 20 alphanumeric characters and must be unique in combination with the Batch ID and the Batch Type. This field is required.

Click to select the employee to whom this expense belongs. You can search by the employee's last name or employee ID, if the system is configured to allow employee IDs to be shown. This field is required.

Select a wizard type for this expense from the drop-down. This is a required field.

The valid values are:

• Car Rental
• Entertainment
• Lodging
• Meals
• Mileage
• Other
• Transportation

Click to enter the date of the expense. This is used on aging reports to determine how long an expense has been outstanding. This field is required.

Click to select the payment method for this expense. This is a required field.

The valid values are all the pay methods that previously were configured in the Expense module. These values either do or do not require the employee-specific General Ledger information that exists in the Pay Methods subtask of the Manage Resource Information screen for the selected employee.

Please see the documentation on the Pay Methods subtask of the Manage Resource Information screen for more information on how to configure these.

The list of valid pay Methods does NOT include Cash Advance, Cash Receipt, or Receivable.

Click to enter the due date of the expense. This field is required.

Select this check box if the entire amount of the expense is personal for this employee. The employee is not reimbursed for any amounts for which the Personal check box is selected.

If this check box is selected, the employee has removed this expense from Manage MyDesktop. Although deleted from the Manage MyDesktop, the expense still remains within the system. To restore the expense, clear the check box.

Click to permanently remove from the database expenses dated on or prior to a selected date.

Click to select the currency in which this expense occurred. Valid currencies are those currencies that have the Use check box selected in the Manage Currencies screen. This field is required.

Enter the amount of the expense. This field is not required. If you do not enter a value, "0" is written to the database.

Enter any tax amount for this expense. This field is not required. If you do not enter a value, "0" is written to the database.

If this is a units-based expense, enter the number of units. This field is not required.

Click to select a Pay Currency for the employee. This field is required.

This field is used to determine the reimbursement amount in the system's pay currency.

If the Pay Currency is the same as the Transaction Currency, this field displays a non-editable default value of 1.0.

If the Transaction Currency is not the same as the Pay Currency, or if the Transaction Currency has not yet been selected, you can override the default value by entering a different exchange rate.

This non-editable field displays the Base Currency of the system.

This field is used to determine the reimbursement amount in the system’s base currency.

If the Base Currency is the same as the Transaction Currency, this field displays a non-editable default value of 1.0.

If the Transaction Currency is not the same as the Base Currency, or if the Transaction Currency has not yet been selected, you can override the default value by entering a different exchange rate.

This field displays the expense report ID that was assigned to this expense. If the field is blank, this expense has not yet been used on an expense report. If the field contains a value, all other fields on the Basic Information tab are non-editable. The Expense Report ID and the Expense ID must be a unique combination.

This field displays the expense ID that was assigned to this expense. If the field is blank, this expense has not yet been used on an expense report. If the field contains a value, all other fields on the Basic Information tab is non-editable. The Expense ID and the Expense Report ID must be a unique combination.