How do I fill out an Expense Report?

Expense Reports are used when employees purchase goods or services on their own, and then require reimbursement from the company. This is very common when employees travel or use their own car or cell phone for business use. What is considered an eligible expense varies from company to company. In QCDocs there are 5 different ways to file an expense report. Please refer to your company policy for more information.

Expense Report

Detailed View is the simplest way to enter an expense report. Use Detailed View if you are entering less than 5 expense items. The process for filling out an expense report for goods and services are the same.

  1. Refer to policy for what is eligible for expense reports.
  2. Fill out the date, description, and total amount for each expense item.
  3. Select tags associated with the expense item (see policy). At a minimum include an Account type for the expense item which is controlled by Accounting. For reimbursable expenses (expenses to be charged to clients) select the applicable client or project.
  4. Fill in the GST if it is known, otherwise use the GST tax code for estimate or leave it blank (see policy). Outside Canada= None, Goods and Services in your own province generally = PST + GST, Services anywhere in Canada = GST and Meals and Entertainment = M+E.
  5. Select Add Expense and the item will appear on the grid below. You can edit or delete the items at any time until the report is submitted.
  6. Once you have finished entering all your expense items, select an approver (see policy) and select Preview Expense Report.
  7. If everything looks correct select Submit.
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Receipts

Every company is different. Your company may prefer to have their employees manually submit their receipts before entering an expense report in QCDocs.

  1. Submit your receipts to Accounting.
  2. Once Accounting has scanned the documents into QCDocs you will received an instant message.
  3. In the Expense Report screen, select the Receipts button.
  4. Receipts attached to your name will be displayed.
  5. Check the receipts you would like to include in your expense report.
  6. Select Add Receipts.
  7. The receipts will automatically be added as items to your expense report.
  8. Edit the items as needed, select an Approver and select Preview Expense Report.
  9. If everything looks correct select Submit.
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CSV

CSV upload is useful for entering high volume of expenses using a downloaded credit card statement.

  1. Download a CSV formatted statement from your bank's website.
  2. You will need to modify the statement to include only 3 comma delimited columns. Date (mm/dd/yy), Description and Amount.
  3. Remove unnecessary columns, personal expenses, interest purchases, and payment received rows.
  4. In the Expense Report screen, select the CSV button.
  5. Browse for and Upload the CSV file.
  6. Your expense items will be imported into your expense report.
  7. Use Grid View to edit items as necessary.
  8. Select an Approver and select Preview Expense Report.
  9. If everything looks correct select Submit.
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Grid View

Grid View is useful for entering high volume of re-imbursable expenses.

  1. Using the grid on the bottom of the screen, you can enter up to 5 items at one time.
  2. Fill out the date, description, and total amount for each expense item.
  3. Select a Customer and/or Account tags (Refer to Policy).
  4. Fill in the GST if it is known, otherwise use the GST tax code for estimate or leave it blank. Hint: Outside Canada = None, Goods and Services in your own province generally = PST + GST, Services anywhere in Canada = GST and Meals and Entertainment = M+E.
  5. Select Add Expense and the item will appear on the grid above. You can edit or delete the items using this grid.
  6. Once you have finished entering all your expense items, select an approver and select Preview Expense Report.
  7. If everything looks correct select Submit.
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Recall

Recall is useful for resubmitting expense reports that have been previously declined.

  1. Select the Recall button in the Expense reporting screen.
  2. A list of declined expense reports will be displayed.
  3. Select the report you would like to Recall.
  4. The expense items will be added to your new expense report.
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  1. The expense report will be routed to approver along with an email notification advising that you’ve submitted your expense report.
  2. You will receive an email notification back when the expense report is approved or declined
  3. Declined reports generally need to be corrected or approver will correct for you- see Recall
  4. You can see the status of all expense reports in your accounting form history.
  5. Be sure to submit manual receipts in envelopes to accounting (see policy)
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