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Expense receipt template for Quality Assurance

in this video I'm going to go over my expense report template and how it works is employers launch with their expenses and draw their required fields save it send it to to their manager no matter you can click this manager review button and it'll flag any items that are over over the limits or that need to be looked at manager comments on it since its accounting accounting can generate a journal entry and so first things first I'll go over the actual line items appear and so each line you cuz like the different branch so in this case I've got five branches set out but you can also just use the one and not worry about that that side of it intro description a vendor name number attendees if their sales a meal there was a customer taken out with a loser she receipt is attached or not attached to your expense report and then here are the categories so here I've set aside five main categories which could be changed to whatever else maybe you're not a traveler but you have a lot of recruitment fees or a lot of maintenance or whatever this can be changed for your five most commonly these expenses and you know all the goal being that should cover most of your items and easily total them about them at the bump here but you know for the one off ones that are a bit unusual you can put the amount relating to the other section here and then select the category that's not in one of those five and if if by accident you enter category here and also put it amount here it's gonna flag that before you're able to save the file that to tell you that you need to correct that further to the right you have a tip amount a tax amount and a totals best know that it's automatically tallied up and if I go to the setup tab now this is where the bulk of the administration goes on because here you you can set up your categories the GL cozy relate to then what limit you want them to start flagging expenses and I have a per attendee section here and if I mark it as an X it'll do two things one it'll force that on this any meal in this case it's meals and travel meals that I put an X on so anywhere where I've selected meals or travel mules I will have to put an attendee no and second what it's gonna do is this limit of fifty dollars it's going to be multiplied by the number attendees so that means it's a per attendee lit so fifty dollars it's gonna be times one attendee because obviously if you take out a large number of people the meal cost is gonna go up so if you just set a flat meal cost of fifty bucks that's the limit obviously if you take five or six people that limits gonna be useless because it's gonna it's gonna change and so this reflects that and so now if I were to change these attendees to ten the limit for this line is go to ten times fifty or five hundred dollars and because we're out of $500 which this will not get flagged for those ten ten years but one attendee the limits only gonna be 50 dollars and it will be flagged so that's the purpose of that it allows you to set up variable laps and you know in theory it doesn't necessarily have to be an attendee that's just what this is called if there was some other metric where it was per unit or per item that you want the track it's a similar type of thing you could put an X in here and one of these items and then have the person enter in a quantity and it will work the same way and so that's one of the things that's gonna flag before an employee can save it is you know if they enter the meals amount and you specify that's that's gonna be per attendee then it the employee has to enter in something into this into this field here similarly they're gonna have to specify whether the receipt is attached or not attached so if I were to try to save this file it's gonna be a message to say you know and number of attendees and it's gonna highlight the one so on this line I've been that true tennis so I'm gonna say two things now if I go to save it again it's gonna give me a message saying I have to confirm equal receipts been attached so I'm gonna say it's been attached and now I should be okay to get the same and now it's safest so now the employees them their part they would send it off to to the manager to review and now I go back to that setup section as I mentioned I've got all these limits so if they go on a on a flight they set the air travel and put in 2001 dollars then it's gonna flag that that expense on it it's gonna flag anything that goes over this limit it's gonna flag if there's tipping over 20 percent in my example here I purposely set this tip amount at six dollars and one cent which is just over 20% of this meals amount so that one's gonna get flagged for excessive tipping azimuth branches you can specify the GL code and what this is this is just the suffix so this will be added on to whatever GL code the expense category relates to so if it's air travel branch its week five thousand - a hundred if you don't need that you can get rid of it if you don't use branches at all you can just wipe this out completely there's just when you're five thousand I set up an accounting password this is for just basically clicking that accounting button to make sure that it's password protected to make sure when the people need to see that could enter that so see this can be changed I've got an employee list and who's the approver in most cases I'd assume you probably all need one pass over one approver but the option is there if you wanted multiple approvers or or not but the idea being here is you know you can customize the passwords per prove but if not you can also pin through approver a and just use the long password but this is what's good this is the password that's going to look for based on this on on the data tab and then lastly I've got the GL accounts for the credit accounts and the tax account credit count being welding expenses payable line and the tax accounts as well so the tax account I assumed if there was a branch or can attach the branch where as a credit account that's probably going to be a fixed one but so this is the only one where I think may require manual adjustment if it doesn't suit perfectly with with your with your accounting rules but obviously it's gonna be hard that one size fits all for all the counting software zennism so going back to the data tab now so the manager gets this then I'm going to click manager view and before I do that let's show you that says approver a so the password is going to be Triple A and the employee name is gonna be a drop down from the list of employees on the setup tab and so if you need to add additional employees or additional expense categories because it's a named ranges best way is just to select somewhere inside the table right click inserts and shift cells down and that way you can add another category put in the limits of GL and it'll automatically up be updated if I were just to add it right here it's not gonna be in that range and that's why I say insert in the middle the table and someone was for employees or a food Reserve or branch is there anything else that needs to be be added so going back to the data tab so the pass was gonna be Triple A so if I go to manager of you now and then type K press ENTER and now it's gonna generate a list of her viewable items so it's gonna pull these details from my data tab and then it's been telling me the review of the reason and so it's gonna save for this number 1 it's gonna say an excessive meal clause for the number of attendees and I have a reference number here member once is the first item like a number 1 that's this one and that's how are they did in yellow say huh 250 so because it's a Emile's item that I've specified it's per attendee it's flagged as saying per you know having only one attendee it's an excessive amount this one has no receipt and that is line 2 which which I set specified as not of hatched and in the fourth item or the fourth line was that excess tipping an hour and that unit just over 20% which is what I set up as as the limit in the set of that new flags that I didn't adds excessive tivity and now the last poem here is for manage comments because the idea being you know this could be sent to the manager now and the manager has to comment on on these infractions and to at the show well I guess do one or two things at the very least make sure that he's looked at it and then hopefully also put a comment on there to acknowledge or explain why why that happened or you know if he's going to do anything about it because that way at least the force is a bit of a review on to the manager and so obviously there's a fine line here between setting these limits because you set the limits to rustle leaves me too many items flagged and then it's gonna be counterintuitive but if these are said strategically that there are you know only extremely high amounts or things that are you know important or problems with then as long as you get that fine line where it's not too many and it's not not nothing then at least this it's being used because obviously if you have 50 items to review and only you know 52 lines the total it kind of defeats the purpose so that's where you know you can administer and change that as as you need or based on based on needs and so on the data tab it also highlights these infractions based on severity so for branch or for a line one here it just went over the length so it's like the Seattle's being the least severe orange on the case of line for this was for an excessive tip so that is second most purple severe which I've assumed would be is if there's not ever seen attached and so that was highlighted red so this is for the benefit of you know the County Department of getting this stuff so at least they can see okay these are looking at it from you know most of your to least severe it uh it helps them focus to make sure that you know there's been some acknowledgement from the manager on these specific items you know because you know the biggest comes apart there might be a lot of lines on here so it'd be difficult to tell if you know some some of these comments are madly comments or left blank so by highlighting it it helps focus focus on those items for the accounting departments processing see okay hasn't matter her address digit do these issues okay so it helps prioritize which ones are problematic and shows which ones are it shows which ones aren't so lines three and items three and five here are or white and they're not highlighted so there's no issues with with any of those and so once everything is done from here listed the managers made all those comments accounting is all all good with it then clip its accounting button and generate the the geologist if I click on this and the accounting password from the South had was five six seven eight hit enter now it's going to generate a GL entry based on based on the data entry and so eight six four oh one on the debits and credits of 401 and it's gonna be the toll on the expense rose and should match up with the tax and other tipping tools so 600 won for the tip tax thirty-eight and you can see the skills in their little description based on the employee name and the month and year of the report again this is the geo and free and this is where it's adding the GL code for expense and adding the branch Rizal branch and branch a I have listed as one hundred so now if you did it if you were to add a branch on to the setup tab then I would just suggest to add it on to here as well to make sure that it's included in the center and that's about it so if you need it to now I guess one last thing the change to reset this reset this Highline the easiest thing you do is just highlight a highlight a line that doesn't have any holiday put the format painter and select these palms up here and now it'll reset back to what it was and that's that is it and that should take care of you know any sort of expenses that you want to monitor closely again my suggestion would you just make sure the limits are set high enough that they're needing to be reviewed but not low enough that is gonna flag too many items and the feed its own purpose so uh yeah let me know what you think I think feedback please let me know thank you you