This is the verify expense/receipt page. By completing this page, you will lock the receipt so that non admin users won't be able to make any other changes. They will still be able to view the printer friendly receipts but will not be able to edit the main receipt, line items, or payments. This page also allows those with correct permissions to do the final post or freeze the entire record (a second admin lock).

The very bottom of the page will show payments that have been made towards the expense total. If needed, the payments may be updated individually by clicking on the drill-down link or by verifying the main (entire expense/receipt) as a whole. Basically, if the payments have not yet been verified, they will be once the verify button is clicked and submitted. If the payments (subs of the main) have already been verified, they will remain as they were. Only unverified payments will be marked as verified. Please note, this only works from the main down (cascade) and not from the payment up. This helps to maintain the correct parent/child relationship. The only exception to this rule is if a single payment is verified and the amount of the payment is exactly the same as the main amount. If everything is in order, the verifying of a single payment will also verify the main. This is somewhat of a 1 to 1 ratio.

Depending on whether or not the receipt needs reimbursement or has splits, the field may be slightly different. All of the fields listed below may or may not apply to your expense/receipt.

1. Reimbursement Paid - Only applies to reimbursements. This is a check box to flag the receipt as being fully paid. Checked mean company money has gone out to the party who originally paid for the items. Unchecked means keep flagged as a reimbursement that still needs payment.

2. Reimbursement Amount - Only applies to reimbursements. If a reimbursement is needed, this amount must match the receipt total in order to work. If only a part of the ticket is being reimbursed, create two different tickets so that the function will work properly. If reimbursement is marked un-paid, the value must be 0.

3. Reimbursement Date - This is when the reimbursement was paid. Use the m/d/yy format.

4. Reimbursement Receipt Number - Only applies to reimbursements. This is the number of the reimbursement receipt. When doing a reimbursement, you will have double numbers until you verify and pay off the tickets that need reimbursement. During the process of doing a reimbursement, the receipt total will be changed to $0.00 and the rei-amount or reimbursement amount will reflect the original receipt amount.

5. Reimbursement Paid To - Only applies to reimbursements. Choose a user from the list provided. The system only allows users or employees to be paid for reimbursements.

6. Verify Expense/Receipt - This checkbox is required and is the lock for the receipt. Checked means that I have everything and I see the money gone from my bank account.

7. Make Into Payable - This only applies to splits or payments that have been made on account. By checking this box, the application will try to reverse the split payments and show as still being owed on or a payable.

8. Split/Payables Amount - This only applies to splits or payments that have been made on account. Enter the amount that has been paid towards the main expense/receipt total. If reversing this receipt, enter what has already been paid and the system will try to back other split payments out.

9. Verify Date - This is the date that the check or amount hit the bank. Use the m/d/yy format.

10. Expense/Receipt Notes - These are the main receipt notes for the entry. There is a max of 65,000 chars and a min of 3 chars.

If you have the permissions to post receipts, you need to verify it first, and then return here to post the record. Additional options will be available at that point.

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