AcumaticaERP TimeAndExpenses

End-User Guide
Time and Expenses

2022 R2
Contents | 2
Contents
Copyright...............................................................................................................................................3
Overview of Time and Expenses Processes............................................................................................... 4
Processing Expense Claims......................................................................................................................5
Expense Receipts............................................................................................................................................... 5
To Create an Expense Receipt..................................................................................................................7
Expense Receipt Approval................................................................................................................................. 9
To Approve Expense Receipts................................................................................................................ 10
Taxes in Expense Receipts............................................................................................................................... 10
Expense Claims................................................................................................................................................ 12
To Create an Expense Claim.................................................................................................................. 14
To Generate Expense Claims..................................................................................................................15
Expense Claim Approval..................................................................................................................................15
To Approve Expense Claims................................................................................................................... 17
Expense Claim Release.................................................................................................................................... 17
To Release Expense Claims.................................................................................................................... 18
Use of Corporate Cards in Expense Receipts................................................................................................. 19
Reporting Time.....................................................................................................................................23
Time Activities..................................................................................................................................................23
Time Cards....................................................................................................................................................... 24
Employee Time Entry: Crew Time.................................................................................................................. 27
Employee Time Entry: Process Activity.......................................................................................................... 28
Creating Shi Codes............................................................................................................................. 31
Shi Codes: General Information................................................................................................................... 31
Shi Codes: Implementation Activity.............................................................................................................32
Appendix..............................................................................................................................................34
Reports............................................................................................................................................................. 34
Report Form............................................................................................................................................ 34
Report......................................................................................................................................................39
Form Toolbar....................................................................................................................................................40
Table Toolbar................................................................................................................................................... 47
Copyright | 3
Copyright
© 2022 Acumatica, Inc.
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Soware Version: 2022 R2

Last Updated: 01/30/2023
Overview of Time and Expenses Processes | 4
Overview of Time and Expenses Processes

By using Acumatica ERP, your company can automate work assignments and labor calculation for contracts and
support services. The Time and Expenses functionality integrates with Accounts Payable, for reimbursing employee
expenses, and with Accounts Receivable, for billing labor and expenses to customers.
Expense Claim Processing

Using a web browser, employees can submit expense claims, attaching any scanned receipts and supporting
documents. The submitted expense claims are assigned for approval according to predefined assignment rules.
Once a claim has been approved, Acumatica ERP creates a bill in Accounts Payable to initiate the reimbursement
and generates a customer invoice if expenses were designated as billable to a customer. For more details, see
Processing Expense Claims.
Time Tracking for Customers, Contracts, and Projects

Regardless of where your employees work from, the time they spend on daily activities is recorded in time cards to
track the expenses and billing. Once time cards have been automatically assigned for approval and approved by
a supervisor, they generate a customer invoice and update contract usage data if a contract is involved. For more
information, see Contract Billing and Time Activities.
Audit Trail
Acumatica ERP provides a complete audit trail of all employee transactions. Aer a document is approved and
released, users cannot delete or cancel it. To correct mistakes, users must enter a correcting or reversing entry.
Acumatica ERP keeps the details of all Time and Expenses documents, including information about the user who
entered the transaction and the user who modified the record.
Processing Expense Claims | 5
Processing Expense Claims

By using Acumatica ERP, employees of your company can easily file their claims for reimbursement of expenses,
which may include expenditures for travel, accommodations, and freight charges. With Acumatica ERP, expense
claims can be prepared, approved, and processed in accordance with the process of claim submission adopted by
your company.
The functionality of expense claims and expense receipts is available only if the Expense Management feature is
enabled on the Enable/Disable Features (CS100000) form.
Each expense claim is based on expense receipts that an employee enters into the system. A claim can include
any number of receipts, each having its own settings. An employee can enter expense receipts on the fly, submit
them for approval, and then, at a convenient time (for instance, the end of the month), claim approved receipts in
bulk to generate the corresponding expense claims. As soon as a new claim is generated, the system automatically
routes it to the authorized person for approval (and adjustment, if needed). Once the claim is approved, it can be
released. When an expense claim is released, the system automatically generates a bill to reimburse the expenses
to the employee. If the employee incurred the expenses while working on a project for a customer, the system also
prepares the records for billing the customer.
In This Chapter
• Expense Receipts
• Expense Receipt Approval
• Expense Claims
• Expense Claim Approval
• Expense Claim Release
Expense Receipts
In Acumatica ERP, an expense receipt is a record reflecting that an employee performed a transaction while
working for your organization, thus incurring certain expenses.
Enabling of Expense Receipts

To enable the functionality of expense claims, you need to enable the Expense Management feature on the Enable/
Disable Features (CS100000) form.
Properties of an Expense Receipt

Each receipt can have the following properties:
• The expense non-stock item, which defines the financial accounts, the default tax calculation mode and
tax category, and the unit of measure used for the receipt. If a standard cost is specified for the item, it
is used as the default unit cost. Suppose, for example, that your company reimburses expenses that the
employee incurs while using a personal vehicle for company purposes. In this case, the non-stock item
would represent the mileage, and you can specify the standard rate per mile as the standard cost.
The expense subaccount is combined according to the settings specified on the Time and
Expenses Preferences (EP101000) form.
• The name of the employee who is claiming the expenses.

• The default tax zone, which is copied from the employee's settings; a user can override the tax zone in a
particular receipt. The overridden tax zone value can be saved and used as the default tax zone in new
expense receipts and claims of the employee.
• The total amount of the receipt, the tax amount (if applicable), the employee part (that is, the part of the
total amount that will not be paid back to the employee), the tip amount (if applicable), and the claim
amount (that is, the amount to be reimbursed to the employee, which is calculated by the following rule:
Claim Amount = Amount + Tax Total (if taxes are exclusive) + Tip Amount – Employee Part).
• The receipt currency, which can be any currency registered in the system. You can configure new currencies
by using the Currencies (CM202000) form.
• The reference number (optional) specified by the employee, which usually matches the number of the
original receipt.
• The project or contract, which should be specified if the employee incurred the expenses while working on
a particular project or contract. (In this case, the customer associated with the project or contract is filled in
automatically.)
• The customer, which should be specified if the employee incurred the expenses while working for a
particular customer.
• The scanned image of the original receipt.
• The tax calculation mode. If the Net/Gross Entry Mode feature is enabled on the Enable/Disable Features
(CS100000) form, you can select whether the amounts that you enter in the expense receipt are tax-
exclusive (net) or tax-inclusive (gross). For more information, see Tax-Exclusive and Tax-Inclusive Amounts in
Expense Receipts.
Access to Expense Receipts

By using the Expense Receipts (EP301010) form, you can enter, view, and edit any of the following expense receipts:
• Your own receipts
• Receipts of employees in the workgroups at lower levels in the company tree than your workgroup
• Receipts that require your approval
• Receipts of employees for whom you are an appointed delegate; all delegates of an employee are listed on
the Delegates tab of the Employees (EP203000) form
Also, you can view expense receipts included in the expense claims that require your approval.
On the Approvals (EP503010) form, which is available if the Approval Workflow feature is enabled on the Enable/
Disable Features (CS100000) form, you can approve or reject receipts assigned to you, to the members of your
workgroup, and to the members of the workgroups at lower levels in the company tree than your workgroup.
Statuses of an Expense Receipt

On the Expense Receipts form, you can also view the status of the expense receipt, which reflects its processing
stage. Typical statuses for expense receipts might include the following:
• On Hold: The receipt is new and has not been submitted for approval yet, or the receipt has been rejected
and then put on hold while a user is adjusting it.
• Open: The receipt is ready to be added to a claim aer it has been approved (if approval is required for the
receipt) or aer it has been submitted for further processing (if approval is not required).
• Pending Approval: The receipt is pending approval.
• Rejected: The receipt has been rejected.
• Released: The expense claim associated with the receipt has been released.
Approval of Expense Receipts

If the Approval Workflow feature is enabled on the Enable/Disable Features form, expense receipts that have been
entered can be submitted for approval. For details, see Expense Receipt Approval.
Automatic Generation of Expense Receipts Based on Bank Feeds

If the Bank Feed Integration feature is enabled on the Enable/Disable Features (CS100000) form, you can integrate
Acumatica ERP with the Plaid or MX bank feeds. With this integration, users can automatically import bank
transactions and create expense receipts based on these transactions. For details, see Integrating Acumatica ERP
with Bank Feeds.
Generation of Expense Claims

Expense receipts with the Open status can be claimed selectively or all at once to form expense claims. When you
claim multiple receipts, they may form multiple claims where receipts will be grouped by their common properties.
Receipts that have different employees, branches, or customers are always split into different claims. For details,
see To Generate Expense Claims.
Also, if the Allow Mixed Tax Settings in Claims check box is selected on the Time and Expenses Preferences
(EP101000) form, a user can add expense receipts with a different tax zone or tax calculation mode (or both) to one
claim. When this expense claim is released, the system generates multiple Accounts Payable bills, each of which
contains expense receipts with the same tax zone and tax calculation mode. For more information, see Expense
Receipts with Mixed Tax Settings.
To Create an Expense Receipt
You can create an expense receipt by using the Expense Receipts (EP301010) form as a starting point. From there,
you can add a new expense receipt on the Expense Receipt (EP301020) form. On this form, you can create the
following expense receipts:
• Your own receipts
• The receipts of employees in workgroups at lower levels in the company tree than your workgroup
• The receipts of employees for whom you are an appointed delegate; all delegates of a particular employee
are listed on the Delegates tab of the Employees (EP203000) form
To Create an Expense Receipt

1. On the Organization tab, click Time & Expenses. In the le pane, select the Work Area tab, and then
navigate to Enter > Expense Receipts.
2. On the form toolbar, click Add New Record.
The system navigates to the Expense Receipt form so that you can enter a new expense receipt.
3. In the Summary area, specify the following:
a. In the Date box, select the date when the receipt was issued.
b. In the Expense Item box, select the expense non-stock item, which defines the type of the expense. From
the settings of this item, the system copies the financial accounts, the default tax category, the standard
cost, and the unit of measure used for the receipt.
If the Net/Gross Entry Mode feature is enabled on the Enable/Disable Features (CS100000)
form, the default tax calculation mode is also copied from the settings of the selected
expense item.
c. In the Claimed by box, select the employee who is claiming the expenses.
d. In the Branch box, select the branch that will reimburse the expenses to the employee.
4. On the Details tab, in the Expense Details section, specify the receipt information as follows:
a. In the Description box, type a brief description of the expenses. In the table on the Expense Receipts
(EP301010) form, this description will be used as a link the user can click to open the current form and
view the details of the receipt.
b. In the Quantity box, type the quantity of the expense item that the employee purchased according to
the receipt. The quantity is expressed in the unit of measure specified in the UOM box, which is the unit
specified for the selected non-stock item on the Non-Stock Items form.
c. Optional: In the Unit Cost box, manually override the default value (if one exists), which is the standard
cost specified for a unit of the expense non-stock item, or specify the amount in the Amount box .
d. In the Employee Part box, type the part of the total amount that will not be reimbursed to the employee
(that is, the part for which the employee is responsible).
Note: If the amount in the Amount box includes taxes, the Employee Part should also be
specified with the taxes included.
e. In the Currency box, change the currency to that of the receipt, if necessary. If the currency of the receipt
is not yet registered in the system, you can create a new currency by using the Currencies (CM202000)
form.
f. Optional: In the Ref. Nbr. box, type the number of the original receipt, which can be used for future
reference.
g. In the Project/Contract box, select the applicable project or contract if the employee incurred the
expenses while working on a particular project or contract.
h. In the Project Task box, select the project task to which the expenses are related.
j. Optional: In the Expense Claim box, select an existing expense claim with which you want to associate
the expense receipt.
5. Optional: In the Tax Info section, change any of the default tax settings for the receipt as follows:
a. In the Tax Zone box, specify the tax zone that applies to the expense receipt.
b. In the Tax Calculation box, which is available if the Net/Gross Entry Mode feature is enabled on the
Enable/Disable Features (CS100000) form, specify whether the entered amounts are tax-inclusive or tax-
exclusive.
c. In the Tax Category box, select the tax category for the expense item.
6. In the Financial Details section, specify the information to classify the receipt as follows:
a. Select the Billable check box if a customer should be billed for the expense amount.
b. In the Customer box, select a customer if the employee incurred the expenses while working for a
particular customer. If you have already selected a project or contract in the Project/Contract box, the
system automatically filled in the customer and it cannot be changed.
7. Optional: In the Image section, do the following:
a. Click Browse to open the file selection window, and select the image of the original receipt.
b. Click Upload to attach the image file to the expense receipt record.
8. Optional: On the Taxes tab, correct the tax amounts in the Tax Amount column.
9. On the form toolbar, click Save to save the expense receipt.
Expense Receipt Approval
Aer an expense receipt has been taken off hold and submitted for further processing, it gets the Pending Approval
status and requires approval by an authorized employee only if all of the following conditions are met:
• The Expense Management feature is enabled on the Enable/Disable Features (CS100000) form.
• The Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form.
• An approval map is selected for expense receipts in the Expense Receipt Approval Map box on the General
Settings tab of the Time and Expenses Preferences (EP101000) form.
• The receipt meets the conditions specified in the approval map.
If any of the above conditions is not met, the receipt is considered by the system as preliminarily approved. (That
is, it is assumed that the proper steps needed for approval have not been taken or this receipt does not need to
be approved, so approval should be skipped.) As a result, the receipt gets the Open status and can be claimed. For
details, see To Generate Expense Claims.
If the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form, the
system allows you to configure the approval of both expense receipts and expense claims; however,
the requirement to approve the same expenses twice may involve too much redundancy in effort.
For effective processing of expenses, it may be sufficient to configure approval of only one type
of expense document. For example, if you want all expenses related to a particular project to be
approved by the project manager, you can configure approval of only expense receipts associated
with the project.
Approval or Rejection of Expense Receipts

You can approve an individual expense receipt you are viewing by using the Expense Receipt (EP301020) form. The
Approve or Reject command can be applied to a receipt assigned to you or to a member of a workgroup at a lower
level in the company tree than your workgroup.
Also, receipts can be approved on the Approvals (EP503010) form, which is available only if the Approval Workflow
feature is enabled. If you have access to this form, you can view receipts in accordance with the visibility rules
applied to all documents listed on this form (that is, you can view the receipts assigned to you, to the members of
your workgroup, and to the members of the workgroups at lower levels in the company tree than your workgroup).
You can approve all listed documents at once by clicking Approve All on the form toolbar, or you can approve only
particular documents by selecting those documents and then clicking Approve.
Although you can use the Approvals form to approve expense receipts assigned to other members
of your workgroup, you cannot view the details of these receipts on the Expense Receipts form
because of restrictions of user access. For more information about user access to expense receipts,
see Expense Receipts.
If a receipt included in a claim has been rejected or put on hold, it remains associated with the claim. You will not
be able to submit this claim for further processing until the rejected receipt is either removed from the claim or
approved aer any necessary adjustments have been made.
Once a claim is approved, it can be released.
To Approve Expense Receipts
Aer an expense receipt has been taken off hold, it might require approval. You can approve a receipt by using one
of the following forms:
• Expense Receipts (EP301010): You use this form as a starting point from which you can open each individual
expense receipt that you want to approve on the Expense Receipt (EP301020) form and view its details. By
using this method, you can also reject each expense receipt.
• Approvals (EP503010): On this form, you can approve any listed expense receipts. However, on this form, you
cannot reject expense receipts.
To Approve an Individual Expense Receipt

1. Open theExpense Receipts (EP301010) form.
To open the form for creating a new record, type the form ID in the Search box, and on the
Search form, point at the form title and click New right of the title.
2. In the Selection area, clear the Employee box to see the full list of the expense receipts that you are allowed
to access.
3. On the Pending Approval filter tab, click the link in the Description column for the expense receipt you
want to approve. The expense receipt opens on the Expense Receipt (EP301020) form.
4. Click Approve on the form toolbar if you accept the expense receipt.
To Approve Multiple Expense Receipts

1. Open the Approvals (EP503010) form.
2. Do one of the following:
• If you want to approve expense receipts assigned to you, select the My Approvals filter tab.
• If you want to approve expense receipts assigned to you and to the members of your workgroup, select
the My Workgroup's Approvals filter tab.
• If you want to approve expense receipts assigned to you, to the members of your workgroup, and to the
members of the workgroups at a lower level in the company tree than your workgroup, select the All
Records filter tab.
3. Click the header of the Type column, and configure the filter so that only expense receipts are listed on the
tab.
• To approve only certain expense receipts, in the unlabeled column, select the check boxes for the
receipts that you want to approve, and then click Approve on the form toolbar.
• To approve all listed expense receipts, click Approve All on the form toolbar.
Taxes in Expense Receipts
In Acumatica ERP, you can configure the system to apply taxes to expense receipts and expense claims that
employees enter into the system on the Expense Receipt (EP301020) and Expense Claim (EP301000) forms,
respectively. You can review the tax and taxable amounts that the system has calculated in the expense receipts,
and adjust them, if needed.
Also, if the Net/Gross Entry Mode feature is enabled on the Enable/Disable Features (CS100000) form, you can specify
whether the expense receipt amounts are tax-inclusive or tax-exclusive.
Taxes That Are Applicable to Expense Receipts

When a user selects an expense item in the expense receipt created on the Expense Receipt (EP301020) form, the
system fills in the tax settings of this item (tax category and tax calculation mode). The default tax zone in the
expense receipt is copied from the settings of the Claimed By employee. If needed, you can change any of these
default settings.
The system calculates the taxes to be applied to the expense receipt amount by using the settings of each tax that
corresponds to both the tax category and the tax zone specified in the expense receipt. The total tax amount is
shown in the Tax Total box in the Summary area.
The table on the Taxes tab of the Expense Receipt form displays the details of all taxes that are applicable to the
expense receipt.
Tax-Exclusive and Tax-Inclusive Amounts in Expense Receipts

Before entering expense receipt amounts, the user must consider the type of amounts specified in the original
expense documents. An expense receipt can contain amounts that are either tax-inclusive (gross) or tax-exclusive
(net). In Acumatica ERP, you can specify the tax calculation mode in the settings for a particular receipt on the
Expense Receipt (EP301020) form. The selected mode defines how the system will compute the tax and taxable
amounts for the document.
The ability to specify whether the expense receipt amounts are tax-inclusive or tax-exclusive
is available only if the Net/Gross Entry Mode feature is enabled on the Enable/Disable Features
(CS100000) form.
When you enter an expense receipt on the Expense Receipt (EP301020) form, the default tax calculation mode
specified in the Tax Calculation Mode box is copied from the settings of the selected expense item. If needed, you
can override this setting in the expense receipt. The following tax calculation modes are available:
• Gross: The tax amount is included in the unit cost specified in the expense receipt. The system calculates the
taxable amount for an expense receipt as follows: Amount – Employee Part – Tax Total.
• Net: The unit cost specified in the expense receipt does not include the tax amount. The system calculates
the taxable amount for an expense receipt as follows: Amount – Employee Part.
• Tax Settings: Standard tax settings should be applied to the expense receipt. For details, see Tax Calculation
Methods: General Information.
In expense claims, the system specifies Tax Settings as the default tax calculation mode in the
Tax Calculation Mode box on the Financial tab on the Expense Claim (EP301000) form. The tax
calculation mode specified for the expense claim is used by default in expense claim lines entered
directly on the Details tab of the form.
Expense Receipts with Mixed Tax Settings

By default, a user can add to an expense claim only expense receipts with the same tax zone and tax calculation
modes. When the expense claim is released, the system generates an AP bill for all expense receipts that have been
added to the expense claim.
If you need to create an expense claim for expense receipts with different tax settings, you have to select the Allow
Mixed Tax Setting in Claims check box on the Time and Expenses Preferences (EP101000) form. When an expense
claim that includes expense receipts with different tax settings is released, the system generates multiple AP bills,
each of which contains expense receipts with the same tax zone and tax calculation mode.
Discrepancies Between Reported and Calculated Tax Amounts

Due to different rounding settings in different systems, some discrepancies can appear between the tax amount
computed in Acumatica ERP and the tax amount specified in the original expense documents. The user can
manually correct the tax amount in the Tax Amount column of the Taxes tab in the expense receipt being entered
so that the specified tax amount matches the tax amount in the original document. Also, the user can correct the
tax amount in the Document Taxes dialog box on the Expense Claim (EP301000) form (which the user invokes by
clicking the link in the Tax Amount column on the Details tab). If the amounts of inclusive taxes differ from the
calculated amounts, the discrepancy will be shown in the Tax Discrepancy box on the Taxes tab.
To be able to process an expense receipt with a discrepancy amount, you need to specify the maximum amount
of the difference that can appear because rounding in the Rounding Limit box on the General Ledger Preferences
(GL101000) form. If the discrepancy amount does not exceed the limit, the system will post this discrepancy
amount to the general ledger accounts specified in the Rounding Gain Account/Subaccount box or the Rounding
Loss Account/Subaccount box on the General Ledger Preferences form. If the discrepancy exceeds the rounding
limit, the expense receipt cannot be submitted for further processing. For more information, see Purchases with
Sales Taxes: Tax Amount Validation.
Expense Claims
In Acumatica ERP, an employee can file a claim for the reimbursement of expenses he or she incurred on behalf of
the company.
Enabling Expense Claims

To enable the functionality of expense claims, you need to enable the Expense Management feature on the Enable/
Access to Expense Claims

On the Expense Claims (EP301030) form, you can access any of the following expense claims:
• Your claims
• Claims of employees in the workgroups at lower levels in the company tree than your workgroup
• Claims of employees for whom you are an appointed delegate
• Claims that require your approval
• Claims that require approval by employees in the workgroups at lower levels in the company tree than your
workgroup
For more information about the company tree, see Company Tree and Workgroups.
On the Release Expense Claims (EP501000) form, all unreleased claims are listed, but you may not be able to edit or
view the details of some claims.
On the Approvals (EP503010) form, you can approve or reject claims assigned to you, to the members of your
workgroup, and to the members of the workgroups at lower levels in the company tree than your workgroup.
Filing of an Expense Claim

You, as an employee, can use one of the following methods of filing an expense claim:
• On the Expense Receipts (EP301010) form, enter expense receipts and submit them for approval (if
required). When the receipts are approved, you claim them in bulk to automatically generate the
corresponding expense claims. (For details, see To Generate Expense Claims.)
• By using the Expense Claims (EP301030) form, create a new claim, and then add any number of receipts to
the created claim or add lines directly to the claim by using the table on the Expense Claim Details tab. You
can add receipts to a claim only if it has the On Hold status.
If the Allow Mixed Tax Settings in Claims check box is selected on the Time and Expenses
Preferences (EP101000) form, expense receipts with different tax zones or tax calculation
modes (or both) can be processed within one expense claim. If the check box is cleared, all
expense receipts added to one expense claim must have the same tax settings.
If the Hold Expense Claims on Entry check box on the Time and Expenses Preferences (EP101000) form is selected,
all new expense claims have the On Hold status, indicating that they are dras that can be adjusted, if necessary.
You need to check the details of every claim before submitting it for approval; you can submit an expense claim
for approval only if all included receipts have the Open status. If the Hold Expense Claims on Entry check box is
cleared, each newly created expense claim is automatically submitted for approval and the status of the claim is set
to Pending Approval (if approval is required) or Approved (if no approval is required).
For expenses that require documentation by your company policy, you can attach to each receipt a scanned receipt
or other document that confirms your expenses.
Properties of an Expense Claim

In Acumatica ERP, an expense claim has the following properties:
• The unique reference number, which the system assigns based on the numbering sequence specified for
claims on the Time and Expenses Preferences form.
• The date when the claim is created; this date determines the post period of the bill generated by the claim
release unless a particular post period is specified for the claim in the Post to Period box on the Financial
tab of the Expense Claim (EP301000) form, which is available if the claim has the Pending Approval or
Approved status.
• The total amount of the claim, which is calculated as the sum of the amounts in the Amount in Claim Curr.
column for all the lines specified for the claim.
• The employee part of the total amount, which is not paid back to the employee in accordance with the
company policy.
• The taxable and tax amount for the expense claim. You can review the summary information on applicable
taxes on the Taxes tab of the Expense Claim form, or you can view information for an expense claim line by
clicking the link in the Tax Amount column on the Details tab.
• The currency in which the claim will be reimbursed to the employee; the claim currency may differ from
the currency of the included receipts. By default, the claim currency matches the currency specified as the
default for the employee, but it can be changed if currency override is enabled for the employee on the
Employees (EP203000) form.
• The customer (if applicable), which can also be specified for an individual line. The customer specified in the
summary area of the claim is the default customer for claim lines; it can be overridden for each line unless
a project is specified for the line and the customer is associated with this project. When the Billable check
box is selected for a particular line, the customer will be billed for the expense in the amount returned to the
employee.
• The branch that will reimburse the expenses to the employee.
• The department of the employee, which can affect who approves the claim. You can set up assignment rules
for claim approval whereby claims from different departments may be approved by different persons.
• The tax zone and tax calculation mode.
For a newly created claim, the tax zone is copied from the employee's settings. For an expense claim created
from an expense receipt, the tax zone is copied from the expense receipt. A user can override the tax zone
in a particular claim. The overridden tax zone can be saved and used as the default tax zone in new expense
claims and receipts of the employee.
If the Net/Gross Entry Mode feature is enabled on the Enable/Disable Features (CS100000)
form, you can select whether the amounts in the expense claim are tax-exclusive (net) or
tax-inclusive (gross). For more information, see Tax-Exclusive and Tax-Inclusive Amounts in
Expense Receipts.
Statuses of an Expense Claim

On the Expense Claims form, you can also view the claim's status, which reflects its processing stage. Typical
statuses for expense claims might include the following:
• On Hold: The claim is a dra and cannot be released.
• Pending Approval: The claim is pending approval.
• Approved: The claim is either approved or requires no approval.
• Rejected: The claim is rejected.
• Released: An accounts payable bill has been generated based on the claim.
Processing of Claims in Previous Versions

In Acumatica ERP 2019 R2 and earlier versions, the system did not calculate taxes in expense receipts—that is, there
were no tax zones, tax codes, and tax amounts associated with individual receipts. Expense claims were used to
calculate taxes for the receipts included into claims by using the claim tax zone.
In Acumatica ERP 2020 R1, taxes are calculated in expense receipts and expense claims are used to aggregate
expense receipts. The system does not calculate taxes in claims but just gather taxes of individual receipts and pass
them to AP bill with no changes.
Aer the upgrade to Acumatica ERP 2020 R1, because of these different approaches, you need to handle old
unreleased receipts and claims in a special way as described in .
To Create an Expense Claim
You can create an expense claim by using the Expense Claims (EP301030) form as a starting point. From there, you
can add a new claim on the Expense Claim (EP301000) form. On this form, you can enter the following expense
claims:
• Your own claims
• The claims of employees in the workgroups at lower levels in the company tree than your workgroup
• The claims of employees for whom you are an appointed delegate; all delegates of a particular employee
are listed on the Delegates tab of the Employees (EP203000) form
To Create an Expense Claim

navigate to Enter > Expense Claims.
2. On the form toolbar, click Add New Record.
The system navigates to the Expense Claim form so that you can enter a new expense claim.
3. In the Summary area, specify the claim information as follows:
a. In the Description box, type a brief description of the claim.

b. In the Claimed by box, select the employee who is claiming the expenses.
c. In the Currency box, change the currency if the employee should be reimbursed in a different currency.
d. Optional: In the Customer box, select a customer if the employee incurred the expenses while working
for a particular customer. If you add expense claim lines directly on the Details tab, this customer will be
automatically specified for each new line.
4. On the form toolbar, click Save.
5. To add expense claim lines, on the Details tab, do one of the following:
• If you need to enter a new expense receipt that will be added to the claim, click Add New Receipt on
the table toolbar to open the Expense Receipt (EP301020) form, and then enter the expense receipt. For
details, see To Create an Expense Receipt.
• If you need to add existing expense receipts to the claim, click on the table toolbar to open the Add
Receipts dialog box; select one or more existing receipts, and then click Add to add them to the claim.
• If you want to add lines directly to the claim, click on the first empty row in the table and fill in the
appropriate columns.
6. Optional: If you need to correct the tax or taxable amounts in the expense claim, either edit (on the Expense
Receipt form) the individual receipts included in the claim, or click the link in the Tax Amount column for
the needed line on the Details tab, and modify the amounts in the Document Taxes dialog box, which
opens.
To Generate Expense Claims
The system automatically generates expense claims when you claim expense receipts by using the Expense
Receipts (EP301010) form. When you claim multiple receipts, multiple claims may be generated, each including
receipts with common properties. The system always generates different claims for receipts that have different
employees, branches, or customers.
To Generate Expense Claims

navigate to Enter > Expense Receipts.
2. Select the To Be Claimed filter tab to view only unclaimed receipts that have the Open status.
• To claim only particular expense receipts, in the unlabeled column, select the check boxes for the
receipts that you want to claim, and then click Claim on the form toolbar.
• To claim all listed expense receipts, click Claim All on the form toolbar.
Expense Claim Approval
Aer an expense claim has been submitted for further processing, it may be assigned to an authorized employee
for approval. (A claim cannot be submitted if it includes any receipt with the On Hold, Pending Approval, or Rejected
status, so you need to be sure no receipts have these statuses before submitting the claim.)
The functionality of expense claims is available only if the Expense Management feature is enabled on
the Enable/Disable Features (CS100000) form.
If the Approval Workflow feature is enabled on the Enable/Disable Features form, the system allows
you to configure the approval of both expense receipts and expense claims; however, the requirement
to approve the same expenses twice may involve too much redundancy in effort. For effective
processing of expenses, it may be sufficient to configure the approval of only one type of expense
document. For example, if you want all expenses related to a particular project to be approved by the
project manager, you can configure approval of only expense receipts associated with the project.
Assignment for Approval

The system performs assignment for approval automatically in one of the following ways:
• If the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form, the system
uses approval maps, which can be created on the Assignment and Approval Maps (EP205500) form. You can
specify the map for claim approval on the Time and Expenses Preferences (EP101000) form. However, if no
approval map is specified or if a claim does not meet the conditions of the specified map, then the claim
requires no approval—it is assigned the Open status, and it can be released immediately aer submission.
• If the Approval Workflow feature is disabled, the system assigns an expense claim for approval to the
employee specified in the Reports to box on the General Info tab of the Employees (EP203000) form for the
employee who is claiming the expenses; if the Reports to box is empty, the claim requires no approval—it is
assigned the Open status, and it can be released immediately aer submission.
Once the expense claim is assigned for approval, its status changes to Pending Approval. The claim will not be
reassigned to another approver if you enable or disable the Approval Workflow feature or if you modify the approval
map specified for expense claims.
Approval or Rejection of Expense Claims

You can approve an individual expense claim you are viewing by using the Expense Claim (EP301000) form. The
Approve or Reject command can be applied to a claim assigned to you or to a member of a workgroup at a lower
level in the company tree than your workgroup.
Also, claims can be approved on the Approvals (EP503010) form, which is available only if the Approval Workflow
feature is enabled. If you have access to this form, you can view claims in accordance with the visibility rules
applied to all documents listed on this form (that is, you can view the claims assigned to you, to the members of
your workgroup, and to the members of the workgroups at lower levels in the company tree than your workgroup).
You can approve all listed documents at once by clicking Approve All on the form toolbar, or you can approve only
particular document by selecting them and then clicking Approve.
Although you can use the Approvals form to approve expense claims assigned to other members of
your workgroup, you cannot view the details of these claims on the Expense Claims form because of
restrictions of user access. For more information about user access to expense claims, see Expense
Claims.
Once a claim is approved, it can be released.

If your system is configured for the approval of expense claims and AP bills, when the system generates bills on
release of expense claims, it does not assign these bills for approval as it considers these bills to be approved
because the expense claims for which these bills were generated have already been approved.
To Approve Expense Claims
Aer an expense claim has been submitted, it might require approval. You can approve a claim by using one of the
following forms:
• Expense Claims (EP301030): You use this form as a starting point from which you can open each expense
claim that you want to approve on the Expense Claim (EP301000) form and view its details. By using this
method, you can also reject each expense claim.
• Approvals (EP503010): On this form, you can approve any listed expense claims. However, on this form, you
cannot reject expense claims.
To Approve an Individual Expense Claim

1. Open theExpense Claims (EP301030) form.
To open the form for creating a new record, type the form ID in the Search box, and on the
Search form, point at the form title and click New right of the title.
2. In the Selection area, clear the Employee box to see the full list of the expense claims that you are allowed
to access.
3. On the Pending Approval tab, click the link in the Reference Nbr. column for the expense claim you want to
approve. The expense claim opens on the Expense Claim form.
4. Click Approve on the form toolbar if you accept the expense claim.
To Approve Multiple Expense Claims

1. Open the Approvals (EP503010) form.
• If you want to approve expense claims assigned to you, select the My Approvals filter tab.
• If you want to approve expense claims assigned to you and to the members of your workgroup, select the
My Workgroup's Approvals filter tab.
• If you want to approve expense claims assigned to you, to the members of your workgroup, and to the
members of the workgroups at a lower level in the company tree than your workgroup, select the All
Records filter tab.
3. Click the header of the Type column, and configure the filter so that only expense claims are listed on the
tab.
• To approve only certain expense claims, in the unlabeled column, select the check boxes for the claims
that you want to approve, and then click Approve on the form toolbar.
• To approve all listed expense claims, click Approve All on the form toolbar.
Expense Claim Release
You can release approved expense claims by using the following methods:
• On the Release Expense Claims (EP501000) form, release all listed claims at once by clicking Release All on
the form toolbar, or release only particular claims by selecting the unlabeled check boxes for those claims
and then clicking Release.
• On the Expense Claims (EP301030) form, select the reference number of the approved expense claim that
you want to release, which brings up the claim details. Then you can use the Release action on the form
toolbar to release the claim.
The functionality of expense claims is available only if the Expense Management feature is enabled on
the Enable/Disable Features (CS100000) form.
When you release an expense claim, the system generates an Accounts Payable bill to reimburse the employee.
If the financial period specified for the claim in the Post to Period box on the Financial tab of the Expense Claim
(EP301000) form is closed in Accounts Payable and posting to closed periods is not allowed, you need to specify
an open period to be able to release the expense claim, or an error occurs during the release. The system posts
the resulting bill to the selected period, which is also copied to the Post Period box on the Bills and Adjustments
(AP301000) form for the bill.
If the employee incurred the expenses while working on a project for a customer, you can invoice the customer by
using the Bill Expense Claims (EP502000) form. In this case, the system generates an invoice for the customer in the
same amount as the bill for employee reimbursement. On the Bill Expense Claims form, each record relates to a
single customer; thus, all unbilled claim lines marked as billable will be included in one invoice.
The system will automatically release Accounts Payable bills and Accounts Receivable invoices from the Time and
Expenses module if the Automatically Release AP Documents and Automatically Release AR Documents check
boxes, respectively, are selected on the Time and Expenses Preferences (EP101000) form.
The system automatically releases Accounts Payable bills If the Automatically Release AP
Documents check box is selected on the Time and Expenses Preferences form even if the approval
workflow functionality is activated for AP documents on the Accounts Payable Preferences (AP101000)
form (the Require Approval check box is selected).
Also, the resulting transactions can be automatically posted to the General Ledger module if the Automatically
Post on Release check box is selected on the Accounts Receivable Preferences (AR101000) or Accounts Payable
Preferences (AP101000) form.
To Release Expense Claims
In Acumatica ERP, you can release expense claims in one of the following ways:
• One individual claim at a time: Use the Expense Claims (EP301030) form as a starting point.
• Multiple claims at once: Use the Release Expense Claims (EP501000) form.
You can release only the expense claims that have the Approved status.
To Release an Individual Expense Claim

navigate to Enter > Expense Claims.
2. Select the Approved filter tab to view only the claims that have been approved and are ready to be released.
3. Locate the expense claim that you want to release, and then click the link in the Reference Nbr. box, which
brings up the Expense Claim (EP301000) form, where you can view the details of the claim.
4. On the More menu, click Release.
To Release Multiple Expense Claims

1. On the Organization tab, click Time & Expenses. In the le pane, select the Processes tab, and then
navigate to Daily > Release Expense Claims.
• To release only certain expense claims, in the unlabeled column, select the check boxes for the claims
that you want to release, and then click Release on the form toolbar.
• To release all listed expense claims, click Release All on the form toolbar.
Use of Corporate Cards in Expense Receipts
Acumatica ERP supports the use of corporate credit cards on the Expense Claim (EP301000) and Expense Receipt
(EP301020) forms. This helps employees to categorize and track the expenses, including the expenses related to a
project. For example, while in the field, the workers of a construction company or professional service provider can
buy something that they want to charge on a project and pay for it with a corporate card. Employees can still have
out-of-pocket expenses that are reimbursed through the standard process.
The corporate card functionality provides the following advantages:
• Administrative users can manage corporate cards.
• Corporate cards support foreign currencies.
• Expense receipts in a foreign currency can be paid with a corporate card.
• A single expense claim can be created for all corporate card expenses, as long as they have the same card
currency.
• Bank transaction matching and reconciliation process support corporate card statements so that card
statement records can be matched to expense receipts.
To start using the functionality of expense claims and expense receipts, which includes the corporate card
functionality, on the Enable/Disable Features (CS100000) form, an administrative user enables the Expense
Management feature.
Configuring Corporate Cards

Corporate credit cards can be configured on the Corporate Cards (CA202500) form. The card number is used for
matching transactions on a bank statement. Multiple employees can use a single corporate card; these employees
are listed in the table on the form.
In order to create corporate cards on the Corporate Cards form, GL accounts, cash accounts, payment methods, and
employees must be configured as described below.
If the card currency differs from the currency of an employee who uses the corporate card, for this employee,
the Enable Currency Override and Enable Rate Override check boxes must be selected on the General Info
tab (Employee Settings section) of the Employees (EP203000) form. (The Currency ID box, where the employee
currency is specified, can also be found in this section of the form.)
If the Multiple Base Currency feature is enabled on the Enable/Disable Features form, the base
currency of the cash account that corresponds to corporate card must be the same as base currency
of the employee. For more information on configuring multiple base currencies, see Multiple Base
Currencies: General Information.
The cash account that is used for corporate cards should be configured as follows:
• A separate GL account should be configured for each bank and currency.
• Each GL account has a separate cash account with the following settings specified on the Cash Accounts
(CA202000) form:
• The Clearing Account check box is cleared.
• The Restrict Visibility with Branch check box is cleared.
• The Use for Corporate Cards check box is selected.
• Only one payment method can be associated with the cash account.
• Optionally, the Requires Reconciliation check box is selected; if it is, a numbering sequence must
be specified in the Reconciliation Numbering Sequence box. The predefined CARECON numbering
sequence can be selected.
• The cash account must be associated with the same branch as the corporate card is.
Although the cash account that is used for a corporate card must have only one associated payment method, this
payment method can be selected for multiple cash accounts. If a payment method is selected for a cash account
that is used for a corporate card, in the Summary area of the Payment Methods (CA204000) form, the Use in AP
check box is selected. Also, on the Settings for Use in AP tab of the form, this payment method should have the
following settings:
• Not Required (Additional Processing section): Selected
• Require Unique Payment Ref. (Payment Settings section): Cleared
Paying Expense Receipts with Corporate Cards

On the Expense Receipt (EP301020) form, in the Paid With box (in the Expense Details section of the Details tab), a
user can select how the expense receipt has been paid. The following options are available:
• Personal Account: The company's expenses that the employee paid with his or her own funds and the
company will need to reimburse this amount to the employee. This is the default option if the employee has
no active corporate card assigned.
• Corporate Card, Company Expense: The company's expenses that are paid with a corporate card. This is the
default option if the employee has an active corporate card assigned.
• Corporate Card, Personal Expense: The employee's personal expenses that are paid with a corporate card.
In the Corporate Card box, the user selects his or her corporate card. This box is unavailable on the form if Personal
Account was selected in the Paid With box. The default corporate card, if any, is selected as follows:
• The corporate card used in the employee's most recent expense receipt is selected, if it is available. The
most recent receipt is determined by the receipt's creation date.
• If the corporate card that was used most recently is unavailable—that is, inactive, deleted, or not assigned
to the employee—the employee's only active card or the first active card the system finds for the employee.
The first corporate card is the first card in the employee's card list; this list is sorted alphabetically by name.
Corporate card expenses cannot be split. That is, on the Expense Receipt form, in the Expense Details section of
the Details tab, the Employee Part of an expense receipt paid with a corporate card must be zero.
The Ref. Nbr. box, where a user can enter the reference number that usually matches the number of the original
receipt, must be filled in if the Require Ref. Nbr. in Expense Receipts check box in selected on the General
Settings tab of the Time and Expenses Preferences (EP101000) form.
Processing Expense Claims for Expense Receipts Paid with Corporate Cards
On the Expense Claim (EP301000) form, an expense claim can contain all the employee's expense receipts paid with
corporate cards as long as they have the same card currency. Each expense claim line refers to an expense receipt.
On release of an expense claim, the system creates documents as follows for the expense claim lines, depending on
the value in the Paid With column:
• Personal Account: A single AP bill is created on the Bills and Adjustments (AP301000) form for all the expense
claim lines with positive amounts and a single AP debit adjustment is created on the same form for all the
expense claim lines with negative amounts.
• Corporate Card, Company Expense: An AP quick check is created on the Quick Checks (AP304000) form for
each expense claim line, if the Post Summarized Corporate Card Company Expenses check box is cleared
on the General Settings tab of the Time and Expenses Preferences (EP101000) form.
If the Post Summarized Corporate Card Company Expenses check box in selected, the system creates a
separate AP quick check for each group of the expense claim lines with the same date, corporate card, and
reference number.
On release of this AP quick check, the system credits the card liability account and debits the expense
account of the expense item specified in the expense receipt.
• Corporate Card, Personal Expense: A single AP debit adjustment is created on the Bills and Adjustments form
for all the expense claim lines.
On release of this AP debit adjustment, the system credits the card liability account and debits the
employee's AP account.
Bank Transactions Matching and Reconciliation

On the Import Bank Transactions (CA306500) form, an accountant can upload bank statement records for the liability
cash account of a corporate card. If a bank statement record contains the corporate card number in text format,
this number is shown in the Card Number column on the form. A single bank statement may contain transactions
of all the corporate cards associated with the same cash account. For more information about importing bank
transactions, see Importing Transactions.
On the Process Bank Transactions (CA306000) form, for the liability cash account of a corporate card, the
accountant can match an uploaded bank statement record to an existing payment, AP bill, or expense receipt as
well as create a cash transaction if such a transaction has not found in the system. For details about matching bank
transactions, see Processing Imported Transactions.
In the le pane of the Process Bank Transactions form, where the system shows the list of bank statement records,
imported bank transactions contain the corporate card number in text format in the Card Number column.
The system uses the available information about imported transactions for searching for matching documents and
for calculating the relevance rate, which is a measure of how closely a document matches the selected transaction.
The system uses the settings in the Weights for Relevance Calculation section of the Transaction Match Settings
dialog box—Ref. Nbr. Weight, Doc. Date Weight, and Doc. Payee Weight—for searching payments and invoices
as matching candidates. For more information about the matching process and the relevance calculation, see
Transaction Matching Settings.
If no payment or invoice is found, the system uses certain settings in the Weights for Relevance Calculation and
Expense Receipt Matching sections of the Transaction Match Settings dialog box—Ref. Nbr. Weight, Doc. Date
Weight, and Amount Weight—for searching expense receipts for matching candidates.
Unlike the relevance calculation for payments and invoices, for calculating the relevance rate for expense receipts,
the system includes in the calculation the amount weight instead of the payee weight, using the following formula:
AmountDistance() = NORMDIST(x, 0, DifferenceAmount, probability mass
function) / NORMDIST(0, 0, DifferenceAmount, probability mass function)
x = ABS(BankTransactionAmount - ExpenseCardCurrencyAmount)
DifferenceAmount = Amount Difference Threshold (%) * BankTransactionAmount /
100
Payments and invoices are selected as matching candidates by the exact amount of a bank transaction, which is
consistent to the logic of bank transaction matching for regular bank accounts. The Amount Difference Threshold
(%) is not applied for matching of payments and invoices and applied for matching of expense receipts that are
recorded with the expense currency that differs from the card currency and therefore a difference between the
amount of a bank transaction and the amount of an expense receipt may take place.
The AmountDistance() formula returns a floating number that ranges in value from 0 to 1.
The system calculates the relevance rate for an expense receipt by using the following formula:
Match Relevance = DocDateWeight*DateDistance() + RefNbrWeight*RefNbrDistance()
+ AmountWeight*AmountDistance()
If the user selects an imported bank transaction in the le pane of the Process Bank Transactions form, in the
right pane, the system shows the list of matching documents it has found. Payments are shown on the Match to
Payments tab. AP documents are shown on the Match to Invoices tab. A cash transaction can be created for the
bank transaction on the Create Payment tab. Expense receipts are shown on the Match to Expense Receipts tab,
which is displayed on the form only for cash accounts that are used for corporate cards—that is, cash accounts for
which the Use for Corporate Cards check box selected on the Cash Accounts (CA202000) form.
When a user auto-matches bank transactions, for each bank transaction, in the right pane, the system selects the
Matched check box for the best candidate among all the found candidates by using the following rules:
1. The best match is the document with the highest match relevance that is greater than 0.75.
2. If multiple documents have the same highest match relevance, the system selects the first found document
with the following priority: a payment, an AP document, and an expense receipt.
3. If no documents have a match relevance greater than 0.75, the best match is a document that has a match
relevance is equal to or greater than 0.2.
For example, if the match relevance of one document is 0.25 and the match relevance of another document
is 0.5, the system selects the document with the match relevance of 0.5.
If more than one document satisfies this condition, the system selects the first found document with the
following priority: a payment, an AP document, and an expense receipt.
4. If only one document is found, it is the best match if its match relevance is equal to or greater than 0.2.
If none of the conditions above has been met, there is no best match for the transaction of the bank statement.
Once an expense receipt and its corresponding bank statement record have been matched and processed on the
Process Bank Transactions form, they are no longer displayed on the form.
Notes on the Matching Process

There are the following limitations of the matching process:
• If a user matches a bank transaction to an expense receipt in a different currency with the amount within
the amount difference threshold, releases the corresponding claim, and the cash transaction is posted,
and then the user unmatches the bank transaction from the expense receipt, the cash transaction will
not appear as a candidate for matching on the Process Bank Transactions (CA306000) form because the
amounts differ.
• If a cash transaction originates from an expense claim, the cash transaction date in the system equals the
expense claim date. There can be a significant delay between the date of the bank statement transaction
and the date of the cash transaction in the system, which should be considered in the filter of dates in the
Transaction Match Settings dialog box on the Process Bank Transactions (CA306000) form.
Reporting Time | 23
Reporting Time
Acumatica ERP provides time reporting capabilities that you can use in the following instances:
• You want to track the time employees spend on individual activities to facilitate the calculation of costs and
prices for particular projects and customer services.
Employees can use time activities—that is, activities for which employees must report the time that they
have spent on them. To enable time activities in the system, you need to enable the Time Management
feature. For details, see Time Activities.
• You want to track the time employees spend on various activities each week in order to facilitate payroll
calculations.
For each employee whose time should be reported, you need to select the Time Card is Required check
box on the Employees (EP203000) form. A time card is a weekly report on the time spent by the employee
on activities. If the Time Management feature is enabled for your company, you can report working hours by
using time cards in combination with time activities. For more information, see Time Cards.
In This Chapter
• Time Activities
• Time Cards
• Employee Time Entry: Crew Time
Time Activities
In Acumatica ERP, you can enable a feature that gives employees the ability to report the time that they spend on
each time activity.
Enabling Time Reporting

To enable time reporting for activities, you need to enable the Time Management feature on the Enable/Disable
Features (CS100000) form, which makes the Track Time and Costs check box available on the Activity (CR306010)
form. This check box, when selected, enables a group of elements on the same form which you can use to report
the total time spent on the activity. Also, by using this group of elements, you can mark the activity as billable and
specify the information required for billing—that is, the amount of billable time and the earning type of the activity
(for details, see Managing Cases).
If you want the Track Time and Costs check box to be selected by default for activities of certain types, you need to
select the corresponding check boxes in the Track Time and Costs column on the Activity Types (CR102000) form.
Using Earning Types

In Acumatica ERP, you have to specify an earning type for each billable activity; the earning type determines how
the system calculates the cost of employee labor.
The system recognizes two classes of earning types: those defining standard working hours and those defining
overtime. On the Earning Types (EP102000) form, where you can add new earning types and adjust the available
ones, you can also specify whether an earning type defines standard working hours or overtime by clearing or
selecting the Overtime check box, respectively. On the same form, you can update the multiplier value for any
overtime earning type—the system multiplies the employee rate by the multiplier value when calculating the cost
of employee labor. For standard working hours, the multiplier is always 1.
Reporting Time | 24
By default, the following earning types are available in the system:

• Regular Hours (RG): Standard working hours whose cost is calculated based on the standard employee rate.
• Overtime (OT): Overtime working hours whose cost is calculated by multiplying the standard rate by the
value of the overtime multiplier.
• Public Holidays (HL): Non-working hours of public holidays, which are non-billable. You can use this earning
type to indicate that certain days included in the time card are public holidays when no work is done.
• Vacations (VL): Non-working hours of vacations, which are also non-billable. You use this earning type to
indicate that the employee is on vacation and thus not working.
Approving Activities
A time activity can be associated with a project task that has an approver specified. If this is the case, the time
activity must be approved before it can be released for billing. Either the project task approver or the time activity
approver of the project can approve the time activity.
You can use the Approve Time Activities (EP507010) form to approve activities that require your approval. If you
use time cards, you can approve time activities in groups by approving time card summaries on the Approve Time
Activity Summaries (EP507030) form.
When the activities are released, the system tracks costs for specific customers, cases, contracts, or projects and
generates the corresponding project transactions or customer invoices.
Time Cards
To assist you with efficient billing, calculation of payroll, and estimation of project costs, Acumatica ERP provides
the time card functionality. A time card is a weekly report on the time you have spent on each activity.
By using the Employee Time Card (EP305000) form, employees can enter new time cards or view, edit, or release
existing time cards.
Enabling Time Cards

Time cards are available in Acumatica ERP only if the Advanced Financials check box is selected on the Enable/
By default, employees are not required to fill in time cards. However, if time cards are mandatory in your company,
you can make them required on a per-employee basis by selecting the Time Card is Required check box on the
Employees (EP203000) form.
Time cards are always generated successively, which means that you cannot generate a successive time card for a
particular week if no time card has been generated for the preceding week.
Suppose that the latest time card was generated for an employee a considerable time ago, and now
you want to resume the generation of time cards for this employee, but you don't need any time
cards for the intervening time interval. To generate multiple empty time cards for the intervening
time interval, you can select the employee on the Employees (EP203000) form and then, on the
Employment History tab, click Generate Time Cards on the table toolbar.
Accessing Time Cards

If your username you are signed in with is associated with an employee—that is, the employee has the username
specified in the Employee Login box on the General Settings tab of the Employees (EP203000), on the Employee
Time Card (EP305000) form, you can create, view, or adjust any of the following time cards:
Reporting Time | 25
• Your time cards

• Time cards of the employees for whom you are an appointed delegate
• Time cards of the employees who report to you
• Time cards of employees in the workgroups at lower levels in the company tree than your workgroup
If you create a time card for an employee that differs from the one that associated with your
username you are signed in with, this employee also must have a username specified in the
Employee Login box on the General Settings tab of the Employees form.
On the Approvals (EP503010) form, you can access the following time cards:
• Those assigned to you
You will be able to approve or reject these time cards but you will not be able to open them on
the Employee Time Card form.
• Those assigned to other users in your workgroup

• Those escalated from users in workgroups at a lower level in the company tree but in your workgroup's
node
For more information about the company tree, see Company Tree and Workgroups.
Processing Time Cards

As a rule, each time card passes through several stages, which might include preparation, approval, and release.
The processing stage of a time card is indicated by its status.
Preparing Time Cards

When preparing a time card, an employee reports work time by creating separate detail records for the following
types of activities:
• Those associated with different projects or project tasks
• Those related to different earning types
• Those that are billable and those that are non-billable
Assigning Time Cards for Approval

Depending on the company policy, time cards may need to be approved by authorized employees before they can
be released. The time card approval functionality is available if the Approval Workflow feature is enabled on the
Enable/Disable Features (CS100000) form.
Time cards are assigned for approval automatically according to the assignment rules that are included in the
assignment map, which you create on the Assignment and Approval Maps (EP205500) form. To apply these rules,
you need to specify the created map as the time card approval map by using the Time and Expenses Preferences
(EP101000) form; if no assignment map has been specified there or if a time card meets none of the specified map's
conditions, the time card automatically becomes approved.
The system assigns a time card for approval when the time card is completed and the employee changes its status
from On Hold to Open. For more information, see Managing Assignment and Approval Maps.
Reporting Time | 26
Approving Time Cards

A time card cannot be released until it has been approved (if approval is required). If you are an approver, you can
approve time cards in bulk by using the Approvals (EP503010) form, or you can approve time cards one at a time by
using the Employee Time Card (EP305000) form.
If the Time Management feature is enabled on the Enable/Disable Features form, you cannot approve
or release a time card unless all the activities included in the time card have been approved (if
required). For more information, see Time Activities.
Using Corrective Time Cards

If a released time card does not reflect the actual time that the employee spent on activities during the week (for
example, if the employee reported 40 hours instead of actual 45 hours), the employee can create a corrective time
card by opening the released time card on the Employee Time Card (EP305000) form and clicking Correct on the
More menu.
As a result, a new time card is created, with Correction specified in the Type box and with the reference number
of the original time card in the Orig. Reg. Nbr. box. The data from the original time card is copied to this new
time card. By using the Summary tab, the employee can adjust the data of the corrective time card as needed
before submitting it for approval (if required). Aer that, the original time card, because it has been replaced by the
corrective time card, is no longer listed on the Employee Time Cards (EP406000) inquiry form.
When the corrective time card is released, new transactions are generated for only the difference in the reported
hours on this card as compared to the original time card.
A released corrective time card can also be corrected.
You can correct equipment time cards in a similar way by using the Equipment Time Card (EP308000)
form.
Combining Time Cards and Time Activities

In Acumatica ERP, an employee can report working hours by using time cards in combination with time activities.
The reported data from a time activity instantly becomes available in one of the employee's time cards. On the
Employee Time Card form, the employee can view details of all time activities associated with a particular time
card.
A time card can be approved only if all the activities associated with the time card have been approved. When the
time card is released, the associated activities are released automatically. An activity cannot be released on its own
if it is associated with a time card.
A project transaction may be created during time card release if any of the activities included in the time card is
associated with a project. (Alternatively, the same project transaction may be generated if the activity is associated
with a billable case, and the case is billed directly to the customer before the time card is released. For details
about direct case billing, see Managing Cases.) Such transactions can be used for tracking the project costs.
Using Equipment Time Cards

By using the Equipment Time Card (EP308000) form, employees can enter equipment time cards or update existing
ones, which gives them the ability to report the time they spend using particular equipment. The processing of
equipment time cards is similar to the processing of employee time cards, including the usage of corrective time
cards.
Equipment time cards can be associated with specific projects and project tasks. Also, you can use the approval
functionality to make sure that before they are released, equipment time cards are approved by the authorized
Reporting Time | 27
approvers. You can specify the approval map for equipment time cards on the Time and Expenses Preferences
(EP101000) form; however, if you have not specified the assignment map or if a time card meets none of the
specified map's conditions, the time card automatically becomes approved.
Employee Time Entry: Crew Time
In Acumatica ERP, if the Time Management feature is enabled on the Enable/Disable Features (CS100000) form, any
group of employees (which can be described as a crew) can be defined as a workgroup and then used for group
entry, approval, and release of time activities.
Managing Crews
On the Company Tree (EP204061) form, you can group employees—that is, all people in the organization with
accounts defined on the Employees (EP203000) form—by crew. A crew can be defined through a workgroup, which
you can create in the Company Tree pane.
You can add members to each workgroup by using the Workgroup Details pane. A workgroup may include
permanent and temporary members. Also, when creating group time activities on the Weekly Crew Time Entry
(EP307100) form, you can add to the list of crew members any employee registered in the system, which may be
convenient if that employee also performed the same activities as the other members of the crew. This added
employee is marked as an ad hoc member of the crew, which indicates that the user is not a member of the
selected workgroup.
Creating Crew Time Entries

You can create multiple identical time activities for members of a crew by using the Weekly Crew Time Entry form.
In the Summary area of the Weekly Crew Time Entry form, you can select a workgroup and a week for which you
want to enter time activities. If needed, you can associate your time entry with a project and project task.
On the Time Activities tab of the form, on the table toolbar, you can click the Add Row button to create a time
activity for a particular member of the workgroup or click Mass Enter Time to open the Mass Enter Time dialog
box, where you can enter time for the crew.
Initially, the le pane of the Mass Enter Time dialog box, all members of the workgroup selected in the Summary
area of the form are listed. By using this pane, you can add ad hoc members to the list, if needed, and use the
unlabeled check boxes to select the members of the crew for whom time activities are to be created. In the right
pane, you can enter all necessary time activities performed by the selected members during the week selected
in the Summary area of the form. When you click Add or Add and Close at the bottom of the dialog box, time
activities identical to the time activities specified in the right pane of the dialog box will be created for each
selected member of the crew.
On the Crew Members tab of the Weekly Crew Time Entry form, you can review the reported work hours of the crew
members, including ad hoc members, broken down by the days of the week. In the Summary area of the tab, the
Workgroup Members counter shows the total number of the crew members, including ad hoc members, and the
Members with Activities counter shows the total number of the crew members who have time activities reported
for the selected week.
Processing Crew Time Activities

Aer time activities have been created in bulk for crew members, they can be processed as ordinary time activities
can.
On the Employee Time Activities (EP307000) form, you can filter activities by workgroup and, if necessary, edit them
if they have not been released yet.
Reporting Time | 28
On the Approve Time Activities (EP507010) form, you can filter activities by workgroup and then mass-approve them
by clicking Approve All on the form toolbar.
On the Release Time Activities (EP507020) form, you can filter activities by workgroup and then mass-release them
by clicking Process All on the form toolbar.
Employee Time Entry: Process Activity
In the following activity, you will learn how to enter multiple activities for a group of employees and then to release
these activities so that they become available in payroll.
Story
Suppose that during the last four days of the year 2020, a crew of four construction workers performed some site
work related to the construction of an Italian restaurant, which is a long-term project in your organization. One of
the workers worked night shi. Acting as a project supervisor, you need to report the time worked for the entire
crew.
Configuration Overview
In the L100 snapshot, the following tasks have been performed for the purposes of this activity:
• On the Enable/Disable Features (CS100000) form, the Time Management, Shi Differential, and Project
Accounting features have been enabled.
• On the Company Tree (EP204061) form, the Construction Crew workgroup has been created. This group
includes the following construction workers: Hanna Gimmet, Joe Hanson, and Victor Panger. The fourth
worker, Diego Santana, is not a member of this workgroup. The project supervisor, Michael Andrews, is
included in a parent workgroup (Operations) so he can enter, approve, and release time activities for the
entire crew.
• On the Projects (PM301000) form, the CSTRREST - Italian Restaurant project has been created. Multiple
project tasks, including the 02 - Sitework project task, have been created for the project.
• On the Shift Codes (EP103000) form, the NIGHT shi code has been created.
Process Overview
On the Weekly Crew Time Entry (EP307100) form, you will add an ad-hoc member, Diego Santana, to the
Construction Crew workgroup, create time activities for the entire crew, and then complete the time activities. On
the Release Time Activities (EP507020) form, you will mass-release the time activities.
System Preparation
Before you start entering time activities, launch the Acumatica ERP website, and sign in to a company with the L100
snapshot restored. You should sign in as the project supervisor with the andrews username and the 123 password.
Before you start entering time activities, sign in to the system as the project supervisor by using the andrews
username and the provided password.
As a prerequisite activity, in the company to which you are signed in, be sure you have performed the activities in
the preceding lessons of this part of the course.
Reporting Time | 29
Step 1: Entering Weekly Time for a Crew

To enter group time activities for three permanent members and one ad-hoc member of the construction crew, do
the following:
1. On the Weekly Crew Time Entry (EP307100) form, add a new record.
2. In the Summary area, specify the following information:
• Workgroup: Construction Crew
• Week: 2020-53
• Project: CSTRREST
• Project Task: 02 - Sitework
3. On the Time Activities tab, on the table toolbar, click Mass Enter Time.
4. In the le pane of the Mass Enter Time dialog box, which opens, do the following:
a. Select the Show All Members check box.
b. On the table toolbar, click Add Row and add Diego Santana to the table. Notice that in the Status
column, the system has specified Ad Hoc.
c. Select the unlabeled check box for each employee in the table.
5. In the right pane of the Mass Enter Time dialog box, insert four rows with the information from the table
below (and leave the default values in the columns that are not included in the table):
Date Time Spent Summary
12/28/2020 08:00 Construction site work
6. At the bottom of the dialog box, click Add & Close.

7. On the Time Activities tab, in each row related to Hanna Gimmet, select NIGHT in the Shi Code column.
8. On the form toolbar, click Complete Activities, and then click Save. The activities should look as shown in
the following screenshot.
Reporting Time | 30
Figure: Completed time activities for the construction crew
Step 2: Releasing Time Activities

To release the time activities of the construction crew so that they become available in payroll, do the following:
1. On the Release Time Activities (EP507020) form, click the header of the Workgroup column of the table and
add a filter for the Construction Crew workgroup.
2. On the form toolbar, click Process All. The system releases the time activities.
Aer the time activities have been released, you can create a payroll batch for the particular pay group.
Creating Shi Codes | 31
Creating Shi Codes

In this chapter, you will find information about how you can define shi differentials to compensate employees for
work outside normal working hours.
Shi Codes: General Information
In Acumatica ERP, you can define shi differentials to be able to compensate employees for work outside normal
working hours.
Learning Objectives
In this chapter, you will learn how to do the following:
• Enable shi differentials in the system
• Create shi codes
• Enter work shi information in time activities and payroll documents
Applicable Scenarios
You create shi codes if you need to define shi differentials to compensate employees for work outside normal
working hours.
Enabling Shi Differentials

To be able to define shi differentials in Acumatica ERP, you need to enable the Shi Differential feature, under the
Time Management group of features, on the Enable/Disable Features (CS100000) form.
When this feature is enabled, the Shift Codes (EP103000) form becomes available in the system. Also, UI elements
that allow establishing the connection between pay rates and work shis become available on forms related
to employee time activities, employee settings, and, if the Payroll feature is also enabled on the Enable/Disable
Features form, payroll documents.
Creating Shi Codes

By using the Shift Codes (EP103000) form, you can create a shi code, which is a set of rules that the system uses to
calculate a pay increase for activities performed during a specific work shi.
In the Shi Codes table, you can enter a shi code identifier and a description of the work shi. A shi code with
the Active check box selected is available for selection on the relevant forms.
In the Rates table, you can specify how a pay increase should be calculated for the work shi that is selected in the
Shi Codes table. If different rules should be used for the same work shi over the course of time, you can enter
multiple rules, but each entry must have a different effective date. When the shi is specified for a time activity (or
for an earning detail line), the system compares the activity date (or the earning date) with the effective dates of the
shi rules to determine which rule must be used for the calculation of the pay rate.
If the Payroll feature is enabled on the Enable/Disable Features (CS100000) form, when creating a rule on the Shift
Codes form, you have to specify in the Type column whether the current pay rate will be increased by an amount
or by a percentage. If Percent is selected, you need to enter a percent of the current pay rate in the Percent column;
in this case, the system will add the percentage to the current pay rate. If Amount is selected, you need to do the
following:
• In the Wage Amount column, specify the amount to be added to the pay rate used for earning entries in
payroll documents
• In the Costing Amount column, specify the amount to be added to the labor rate used in project cost
calculation. This amount includes the wage amount and the cost of benefits and taxes incurred for the
employee, or the burden amount.
The difference between the costing amount and wage amount will be calculated automatically and
displayed in the Burden Amount column.
In a rule, a costing amount cannot be lower than the wage amount in the same line, and a
wage amount cannot be higher than the costing amount.
If the Payroll feature is disabled in the system, you can only select a shi differential type in the Type column and
define the percentage or amount that will be added to the current labor rate.
Using Shi Codes

To indicate that a time activity or earning activity was performed during a specific work shi, you can use the Shi
Code column on the following forms:
• Employee Time Activities (EP307000)
• Weekly Crew Time Entry (EP307100), on the Time Activities tab
• Employee Time Card (EP305000), on the Summary and Details tabs
• Payroll Batches (PR301000), on the Earning Details tab and in the Employee Earning Details dialog box
• Paychecks and Adjustments (PR302000), on the Earning Details tab
In the Shi Code box in the Employee Settings section on the General Info tab of the Employees (EP203000) form,
you can specify a shi code that will be inserted by default for any new time activity or earning record entered for
the employee through any of the forms listed above.
A shi code that is specified for a time activity or earning entry cannot be deleted through the Shift Codes
(EP103000) form.
Shi Codes: Implementation Activity
In the following implementation activity, you will learn how to create shi codes.
Story
Suppose that some employees of the SweetLife company may work regular hours, graveyard shis, or weekend
shis. Employee pay rate is increased by $5 for graveyard shis or by 50% for weekend shis. Acting as an
administrator, you need to define shi differentials for work outside regular hours.
Process Overview
First, you enable the Shi Differential feature on the Enable/Disable Features (CS100000) form to be able to define
shi differentials in the system. Then you create necessary shi codes by using the Shift Codes (EP103000) form.
System Preparation
Before you start creating shi codes, you should launch the Acumatica ERP website and sign in as a system
administrator by using the following credentials:
• Username: gibbs
• Password: 123
As a prerequisite activity, in the company to which you are signed in, be sure you have completed the Time Tracking:
Implementation Activity.
As a prerequisite activity, in the company to which you are signed in, be sure you have performed the activities in
the preceding lessons of this part of the course.
Step 1: Enabling the Shi Differential Feature

On the Enable/Disable Features (CS100000) form, enable the Shi Differential feature.
Step 2: Creating a Graveyard Shi Code

To create a shi code for graveyard shis, with the pay rate increased by an amount, do the following:
1. Open the Shift Codes (EP103000) form.
2. In the Shi Codes table, enter a row with the following information:
• Active: Selected
• Code: NIGHT
• Description: Graveyard shift
3. For the entered row, in the Rates table, specify the following information:
• Effective Date: 1/1/2021
• Type: Amount
• Wage Amount: 5.00
• Costing Amount: 5.00
Step 3: Creating a Weekend Shi Code

To create a shi code for weekend shis, with the pay rate increased by percent, do the following:
1. In the Shi Codes table on the Shift Codes (EP103000) form, enter a row with the following information:
• Active: Selected
• Code: WEEKEND
• Description: Weekend shift
2. For the entered row, in the Rates table, specify the following information:
• Effective Date: 1/1/2021
• Type: Percent
• Percent: 50
Now these shi codes may be specified for time activities performed outside normal working hours.
Appendix | 34
Appendix
The appendix provides some reference information relevant for this document. The additional information in this
section is a useful source for readers who need some reference material that is related to system forms and tables,
as well as running reports.
In this section:
• Reports
• Form Toolbar
• Table Toolbar
• Glossary
Reports
In addition to offering a comprehensive collection of reports, Acumatica ERP gives you a high degree of control over
each report.
On a typical report form, described in Report Form, you can adjust the report settings to meet your specific
informational needs. You can specify sorting and filtering options and select the data by using report-specific
settings—such as financial period, ledger, and account—and configure additional processing settings for each
report. The settings can be saved as a report template for later use. For details, see To Run a Report and To Create a
Report Template.
Aer you run a report, the prepared report appears on your screen. You can print the report, export the report to a
file, or send the report by email.
This chapter describes a typical report form and the main tasks related to using reports.
In This Chapter
• Report Form
• To Run a Report
• To Modify a Filter on a Report Form
• To Create a Report Template
Report Form
Before you run a report, you set a variety of parameters on the report form. You can select a template or manually
make selections that affect the information collected. Also, you can specify appropriate settings to print or email
the finished report.
The following screenshot shows a typical report form.
Appendix | 35
Figure: Parameters View of Report Form
1. Report Form Toolbar

2. Template Area
3. Details Area
Report Form Toolbar

The following table lists the buttons of the report form toolbar when you are configuring a report.
Button Description
Cancel Clears any changes you have made and restores default settings.
Run Report Initiates data collection for the report and displays the generated report.
Save Template Gives you the ability to save the currently selected report as a template with all the select-
ed settings.
Remove Tem- Removes the previously saved template.

plate
This button is available only when you select a template.
Schedule Tem- Opens the Select Schedule Name Dialog Box dialog box, which you can use to schedule re-
plate port processing.
This button is available only when you select a template.
Table: Select Schedule Name Dialog Box
Element Description
Schedule The schedule for report processing. Select an existing schedule, or leave the box blank
and click OK to open the Automation Schedules (SM205020) form to create a new sched-
ule for running the report. For more information on scheduling, see Automated Process-
ing: General Information in the Acumatica ERP System Administration Guide.
Appendix | 36
Element Description
Merge Reports A check box that indicates (if selected) that this report will be merged with the other re-
ports selected for merging into one net report when processed.
You can check the reports that will be merged when processed on the Send
Reports (SM205060) form.
Merging Order The number of the report in the net report.
Report Toolbar
The following table lists the buttons of the toolbar aer you run the configured report.
Buttons Icon Description
Parameters Navigates back to the report form to let you change the report parameters.
Refresh Refreshes the information displayed in the report (if any data changes were made).
Groups Adds to the report a le pane where the report structure is shown. Click a report node
to highlight the pertinent data in the right pane.
View PDF / Displays the report as a PDF, or displays the report in HTML format. The available but-
View HTML ton depends on the current report view; if you're viewing a PDF, for instance, you will
see the View HTML button.
/
First Displays the first page of the report.
Previous Displays the previous page.
Next Displays the next page.
Last Displays the last page of the report.
Print Opens the browser dialog box so you can print the report.
Appendix | 37
Send Opens the Email Activity dialog box, which you use to send the report file (in the cho-
sen format) to the specified email address.
Export Enables you to export the data in the chosen format (Excel or PDF).
Template Area
Use the elements in this area to select an existing template and then use the template, share it with other users, or
use it as your default report settings.
The Template area elements, which are available for all reports, are described in the following table.
Table: Template Area Elements
Element Description
Template The template to be used for the report. If any templates were created and saved, you can
select a template to use its settings for the report.
Default A check box that indicates (if selected) that the selected template is marked as the default
one for you. A default template cannot be shared.
Shared A check box that indicates (if selected) that the selected template is shared with other
users. A shared template cannot be marked as the default.
Locale A locale that you select to indicate to the system that the report should be prepared with
the data translated to the language associated with this locale. This box is displayed if
there are multiple active locales in the system. For details, see Locales and Languages.
Report Parameters Tab

The Report Parameters tab includes sections where you can specify the contents of the report depending on the
current report and vary in the following regards:
• How many elements and which elements are available on a particular report
• Whether elements contain default values
• Whether specific elements require values to be selected
• Whether elements may be le blank to let you display a broader range of data
Additional Sort and Filters Tab

The Additional Sort and Filter tab contains additional sorting and filtering conditions:
• Additional sorting conditions: Defines the sorting order. You can add a line, select one of the report-
specific properties, and select the Descending or Ascending sort order for the column.
• Additional filtering conditions: Defines the report filter. You can add a line, select one of the report-
specific properties, and define a condition and its value. The list of conditions include one-operand and
two-operand conditions. To create a more complicated logical expression, you can use brackets and logical
operations between brackets. For more information on creating filters, see Managing Advanced Filters. For
detailed procedures on using ad hoc filters, see Working with Reports: Process Activity.
Appendix | 38
Print and Email Settings Tab

If you plan to print the report or save the report as a PDF, select the appropriate settings in the Print Settings area.
Table: Print Settings Section
Element Description
Deleted Records Selects the visibility of the data deleted from the database.
Print All Pages Causes all pages of the report to be printed.
Print in PDF format Displays the report in PDF format.
Compress PDF file Indicates that the system will generate a compressed PDF.
Embed fonts in PDF file Indicates that the system will generate the PDF with fonts embedded.
If you plan to send the report as an email, in the Email Settings area, specify the format in which the report will be
sent, as well as the email subject, the recipients of copies of the report, and the email account of the recipient.
Table: Email Settings Section
Field Description
Format The format (HTML, PDF, or Excel) in which the report will be emailed.
Merge function for reports in Excel format is not supported. If you want to
merge a report with other reports and send an aggregated report by email,
you should select either the HTML or PDF format for the report.
Email Account The email address of the recipient.
CC An additional addressee to receive a carbon copy (CC) of the email.
BCC The email address of a person to receive a blind carbon copy (BCC) of the email; an address
entered in this box will be hidden from other recipients.
Subject The subject of the email.
Report Versions Tab

If the report has multiple versions, you can select one of them.
This tab displays the data only to users assigned with report designer user role.
Report versions are designed in the Report Designer. To activate editing report versions, give the user report
designer role.
Table: Report Versions Tab Toolbar
Button Description
Refresh Refreshes the list of report versions.

Appendix | 39
Button Description
Select Temporarily activates the selected report version.
Related Links
• To Run a Report
• To Create a Report Template
• Types of Filters
• Automation Schedule Statuses
Report
Once you click Run Report, the prepared report appears on your screen. You can print the report, export the report
to a file, or send the report by email.
The prepared report is displayed in the report view of the report form. For more information about setting up the
report parameters and the parameters view of the report form, see Report Form.
Report Toolbar
The following table lists report toolbar buttons.
Parameters Navigates back to the report form to let you change the report parameters.
Refresh Refreshes the information displayed in the report (if any data changes were made).
Groups Adds to the report a le pane where the report structure is shown. Click a report node
to highlight the pertinent data in the right pane.
View PDF / Displays the report as a PDF, or displays the report in HTML format. The available but-
View HTML ton depends on the current report view; if you're viewing a PDF, for instance, you will
see the View HTML button.
/
First Displays the first page of the report.
Previous Displays the previous page.

Appendix | 40
Next Displays the next page.
Last Displays the last page of the report.
Print Opens the browser dialog box so you can print the report.
Send Opens the Email Activity dialog box, which you use to send the report file (in the cho-
sen format) to the specified email address.
Export Enables you to export the data in the chosen format (Excel or PDF).
Related Links
• Filters
• Report
Form Toolbar
The form toolbar, available on most forms, is located near the top of the form, under the form title (and subtitle, if
the form has one), as shown in the following screenshot.
The form toolbar includes the following:
• Standard buttons (see Item 1 in the following screenshot), with the particular set of buttons depending on
the specific form
• On some forms, form-specific buttons (Item 2)
• On some form, the More button (Item 3); clicking this button opens the More menu (Item 4), which contains
additional form-specific commands
Figure: The form toolbar and the More menu

Appendix | 41
You use the standard buttons on the form toolbar to navigate through entities that were created by using the
current form, insert or delete an entity, use the clipboard, save the data you have entered, or cancel your work on
the form.
A form toolbar on a particular form may include form-specific buttons in addition to standard buttons; it may also
(or instead) include commands on the More menu. These form-specific buttons and commands provide navigation
to related forms, invoke specific actions, and perform modifications or processing related to the functionality of the
form.
Standard Form Toolbar Buttons

The following table lists the standard buttons of the form toolbar. A form toolbar may include some or all of these
buttons.
Table: Standard Form Toolbar Buttons
Button Icon Description
Discard Changes Discards any unsaved changes made to the entity, and navigates to the list of
and Close records that is related to the current form.
If the system opened the current form in a pop-up window (from

a different form), this button is not displayed. To return to the
original form, click Close.
Save & Close Saves the changes made to the entity, and navigates to the list of records that
is related to the current form.
Save Saves the changes made to the entity.
Cancel Depending on the context, does one of the following:

• Discards any unsaved changes you have made to entities and retrieves the
last saved version.
• Clears all changes and restores the default settings.
Add New Record Clears any values you've specified on the form, restores any default values,
and initiates the creation of a new entity.
Delete Deletes the currently selected entity, clears any values you have specified on
the form, and populates elements with the default values that the system in-
serts when a new entity is created.
You can delete an entity only if it is not linked with another enti-
ty.
Appendix | 42
Clipboard Provides menu commands you can use to do the following:

• Copy: Copy the selected entity to the clipboard.
• Paste: Paste an entity or template from the clipboard.
• Save as Template: Create a template based on the selected entity.
• Import from XML: Import an entity or a template from an .xml file.
• Export to XML: Export the selected entity to an .xml file.
For more information on templates and copy-and-paste operations in
Acumatica ERP, see Using Forms. For more information on importing and ex-
porting .xml files, see Importing and Exporting Data to Excel and XML in the
Acumatica ERP User Guide.
Go to First Record Displays the first entity (in the list of entities of the specific type) and its de-
tails.
Go to Previous Displays the previous entity and its details.

Record
Go to Next Record Displays the next entity and its details.
Go to Last Record Displays the last entity (in the list of entities of the specific type) and its de-
tails.
View Schedule Gives you the ability to schedule the processing. For more information, see
Automated Processing: General Information.
Inquiry Form Toolbar Buttons

Acumatica ERP inquiry forms present data in a tabular format; they may also have selection criteria you can use
to filter the data in the table. Predefined inquiry forms are provided as part of Acumatica ERP out of the box, and
inquiry forms can be designed by a user with the appropriate access rights by using the Generic Inquiry tool (for
details, see Managing Generic Inquiries in the Acumatica ERP Reporting Tools Guide). A form toolbar of an inquiry
form contains both the standard form toolbar buttons (described in the table above) and the additional buttons
described below.
Refresh Refreshes the inquiry data in the table.
Cancel Clears all changes (including selection criteria that has been specified, if the
generic inquiry form has this criteria) and restores the default settings.
Appendix | 43
Add New Record Initiates the creation of a new entity.
Edit Opens the applicable data entry form with the selected record.
Fit to Screen Expands the form to fit on the screen and adjusts the column widths propor-
tionally.
Export to Excel Exports the data to an Excel file. For more information, see Integration with Ex-
cel in the Acumatica ERP Getting Started Guide.
Filter Settings Opens the Filter Settings dialog box, which you can use to define a new filter.
After the filter has been created and saved, the corresponding tab appears on
the table. For more information about filtering, see Filters.
The More Menu and Form-Specific Buttons

If there are multiple form-specific commands on the form toolbar, they are displayed on a single menu—the More
menu—and listed under descriptive categories, which makes it easier to find the needed menu command. On the
More menu, you can easily define your favorite menu commands, which eases access to them.
On some forms, the system places a button (which is highlighted in green) on the form toolbar for the expected next
command, which represents the likely next step to be performed on the selected record. The following screenshot,
which shows the Cash Transactions (CA304000) form, illustrates an example of the form toolbar and the More menu,
which contains categories and menu commands.
Figure: The form toolbar of the Transactions form
The numbered items in the screenshot indicate the following:

1. A highlighted button for the expected next command, which represents the next logical step to be
performed on the record selected on the form
2. Another button for a command that is commonly performed on the form
3. The More button, which you click to open the More menu
Appendix | 44
4. The More menu with most form-specific menu commands and descriptive categories on it
5. The star icon, which is used to mark the individual user's favorite commands on the form
6. An unavailable command
Favorite Commands
Based on your role in the company and your job duties, you may use some commands more oen than others.
On the form toolbar, you can specify these commands as favorites. This will cause the system to duplicate the
commands as form toolbar buttons, easing access to them.
To add a command to the form toolbar as a button, you open the More menu, hover over the needed command,
and click the star icon when it appears. The yellow color of the star indicates that the command has been added
to your favorites, and a button for the command appears on the form toolbar immediately. The following example
shows two commands that have been added to the user's favorites on the Invoices and Memos (AR301000) form
and thus added as buttons on the form toolbar.
Figure: Favorite commands on the More menu and the corresponding toolbar buttons
Favorites are individual to each user account, specific to a particular form, and preserved across user sessions.
Highlighted Buttons and Commands

On some forms, the system applies predefined logic to commands for specific records. Based on this logic, the
system may place a button on the form toolbar, highlight it using some color, or do both of these things.
If a command is the expected next command (that is, the command that is most likely to be clicked for a record
with the current status), it is shown both on the form toolbar and on the More menu. The primary command on the
form toolbar is highlighted in green (see Item 1 in the following screenshot), and on the More menu, it is marked
with a green dot (Item 2). Below is an example of a cash transaction on the Cash Transactions (CA304000) form that
has the On Hold status (Item 3). Before you can process it, you need to remove it from hold. Because Remove Hold
is the next logical command, it is displayed as a button on the form toolbar and highlighted in green.
Appendix | 45
Figure: The highlighted command and the corresponding status
Unavailable Commands on the More Menu

By default, on the More menu, the system displays all commands that could be available for the form, based on the
system configuration. Some of these commands may be unavailable (that is, they are listed but cannot be clicked).
These are the commands that are not applicable to the record based on its current status or other factors.
The Responsive Form Toolbar and More Menu

The form toolbar and the More menu have a responsive layout, meaning that they dynamically adjust to different
screen sizes. When there is enough space, buttons for highlighted and favorite commands are displayed on the
form toolbar. When the screen size decreases, the system moves the commands off the form toolbar one by one but
keeps them on the More menu.
If there are multiple categories on the More menu, the categories and menu commands can be displayed in
multiple columns on the More menu, depending on the screen size and the number of categories. When the
screen size decreases, the system moves some categories and menu commands to the le to decrease the number
of columns, and in the screens of the smallest size, all categories are displayed in one column. Below are two
examples of the same menu in different screen sizes for a record on the Bills and Adjustments (AP301000) form.
Appendix | 46
Figure: The form toolbar and More menu on a wide screen
Figure: The form toolbar and More menu on a narrow screen

Appendix | 47
Related Links
• Integration with Excel
• To Copy a Document Contents to a New Document
• To Create a Document with a Template
Table Toolbar
Each table on an Acumatica ERP form, tab, dialog box, or page has a table toolbar, which contains the buttons
you can use to work with the details or objects of the table. A toolbar, shown in the following screenshot, includes
buttons that are specific to the table, standard buttons that most table toolbars have, and the search box (for some
tables; for others, the search box is displayed in the filtering area).
Figure: Table toolbar
Standard Table Toolbar Buttons

The following table describes the standard table toolbar buttons. A table toolbar may include some or all of those
buttons. If a table toolbar includes table-specific buttons, they are described in the reference help topic.
Refresh Refreshes the data in the table.
Switch Between Controls how the elements are displayed: in a table (grid) with rows and columns;
Grid and Form or as separately arranged elements for one table row, with navigation tools you use
to move between row data.
Add Row Appends a new row to the table so you can define a new detail or object. The new
row may contain some default values.
Delete Row Deletes the selected row.

Appendix | 48
Move Row Up Moves the selected row one position up.
Move Row Down Moves the selected row one position down.
Fit to Screen Adjusts the table to the screen width and makes the column width proportional.
Export to Excel Exports the data in the table to an Excel file. For more information, see Integration
with Excel in the Acumatica ERP Getting Started Guide.
Filter Settings Opens the Filter Settings dialog box, which you can use to define a new advanced
filter. After you create and save the filter, the corresponding tab appears on the ta-
ble.
For more information about filtering, see Filters. For details on the Filter Settings
dialog box, see Filter Settings Dialog Box.
Load Records Opens the File Upload dialog box, described in detail below, so you can locate and
from File upload a local file for import. You can use this option to import data from an Excel
spreadsheet (.xlsx) or .csv file. For the detailed procedure, see To Import Data
from a Local File to a Table.
Search A box in which you can type a word, part of a word, or multiple words. As you type,
the system filters the contents of the table to display only rows that contain the
string you have typed in any column.
Download Downloads the selected file.
File Upload Dialog Box

With the File Upload dialog box, you select a file of one of the supported formats (.csv or .xlsx) to import data
from the file.
Element Description
File Path The path to the file you want to upload.

To select the file, click Browse, and then find and select the file you want to upload.
The dialog box has the following button.
Upload Closes the dialog box and opens the Common Settings dialog box, where you specify the
import settings.
Appendix | 49
Common Settings Dialog Box

In the Common Settings dialog box, which opens if you click Upload in the File Upload dialog box, you specify the
import settings for a file that you has selected in the File Upload dialog box.
Element Description
Separator Chars The character that is used as the separator in the imported file.
By default, the comma is used as the separator. You specify the separator character if the
imported file uses any other separator.
This box appears only if you import data from a .csv file.
Null Value Optional. The value that is used to mark an empty column in the imported file. You speci-
fy the null value if the value in the imported file differs from the empty string.
Encoding The encoding that is used in the imported file.

This box appears only if you import data from a .csv file.
Culture The regional format that has been used to display the time, currency, and other measure-
ments in the imported file.
Mode The mode defining which rows of the uploaded file will be imported into the table. The
following options are available:
• Update Existing: The rows already present in the table will be updated, and the rows
not present in the table will be added.
• Bypass Existing: Only the new rows that are not present in the table will be imported.
The rows that are already present in the table will not be updated.
• Insert All Records: All the rows from the file will be imported into the table.
If you select this option, you may get duplicated rows because the sys-
tem won't check for duplicates when importing rows from the file.
The dialog box has the following buttons.
OK Closes the dialog box and opens the Columns dialog box.
Cancel Closes the dialog box without importing the data from the file.
Columns Dialog Box

In the Columns dialog box, which opens if you click OK in the Common Settings dialog box, you match the
columns in the imported file that you have selected in the File Upload dialog box to the columns in the Acumatica
ERP table to which you are importing data.
Element Description
Column Name The name of the column in the uploaded file.
Property Name The name of the corresponding column in the table in Acumatica ERP.
Appendix | 50
Element Description
The dialog box has the following buttons.
OK Closes the dialog box and imports the selected file.
Cancel Closes the dialog box without importing the data from the file.
Related Links
• Tables
• Integration with Excel
• To Import Data from a Local File to a Table

AcumaticaERP TimeAndExpenses

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End-User Guide

Time and Expenses

© 2022 Acumatica, Inc.

ALL RIGHTS RESERVED.

Soware Version: 2022 R2

Overview of Time and Expenses Processes

Expense Claim Processing

Time Tracking for Customers, Contracts, and Projects

Processing Expense Claims

Enabling of Expense Receipts

Properties of an Expense Receipt

• The name of the employee who is claiming the expenses.

Access to Expense Receipts

Statuses of an Expense Receipt

Approval of Expense Receipts

Automatic Generation of Expense Receipts Based on Bank Feeds

Generation of Expense Claims

To Create an Expense Receipt

To Create an Expense Receipt

9. On the form toolbar, click Save to save the expense receipt.

Expense Receipt Approval

Approval or Rejection of Expense Receipts

To Approve Expense Receipts

To Approve an Individual Expense Receipt

To Approve Multiple Expense Receipts

Taxes in Expense Receipts

Taxes That Are Applicable to Expense Receipts

Tax-Exclusive and Tax-Inclusive Amounts in Expense Receipts

Expense Receipts with Mixed Tax Settings

Discrepancies Between Reported and Calculated Tax Amounts

Enabling Expense Claims

Access to Expense Claims

Filing of an Expense Claim

Properties of an Expense Claim

Statuses of an Expense Claim

Processing of Claims in Previous Versions

To Create an Expense Claim

To Create an Expense Claim

a. In the Description box, type a brief description of the claim.

To Generate Expense Claims

To Generate Expense Claims

Expense Claim Approval

Assignment for Approval

Approval or Rejection of Expense Claims

Once a claim is approved, it can be released.

To Approve Expense Claims

To Approve an Individual Expense Claim

To Approve Multiple Expense Claims

Expense Claim Release

To Release Expense Claims

To Release an Individual Expense Claim

To Release Multiple Expense Claims

Use of Corporate Cards in Expense Receipts

Configuring Corporate Cards

Paying Expense Receipts with Corporate Cards

Bank Transactions Matching and Reconciliation

Notes on the Matching Process

Enabling Time Reporting

Using Earning Types

By default, the following earning types are available in the system:

Enabling Time Cards

Accessing Time Cards

• Your time cards