Copy out-of-pocket expense

If you have an existing out-of-pocket expense with similar details to a new one that you want to create, then the Copy Out of Pocket Expense function will allow you to make a copy of the existing out-of-pocket expense, and reduce the data entry required to set up a new one. You will need to locate the original transaction from either the Travel Request or the Expense Report screen.

To copy an out-of-pocket expense:

1. Click Home.
2. Under the menu heading Travel Request or Expense Report, click Statement - your name.
3. Select the requisition or expense report the original out-of-pocket expense falls under.

   Note: If you are copying an expense for another traveller, you must select the out-of-pocket expense from one of that traveller's requisitions.

4. Once you have located the transaction you want to copy, click the , or next to it, depending on what is displayed on your screen.

   The Out of Pocket Expense: Details screen will display.

5. Click the Copy Out of Pocket Expense link at the top right corner of the screen. This link displays only if the transaction is an out-of-pocket expense.

   The Out of Pocket Expense: Copy Existing Item screen will display.

6. Enter the details of the new out-of-pocket expense. Some fields will be pre-populated with information, which you should edit or amend to match the new out-of-pocket expense you want to create:
   • Description. This is the name of the expense item as it will appear on your statement summary.
   • Date. The date the expense was incurred. This defaults to today's date.
   • Travel Request. Select the requisition the new claim is for. This list displays requisitions based on the traveller selected earlier.
   • Source Country. Select the country where the transaction was made.
   • Source Province/State. Select the province or state where you made the transaction. Depending on the Spend Wizard you select later, this may restrict the tax codes available when you complete your coding information.
   • Billing Currency. Select the currency you require the expense to be reimbursed in.
   • Exchange Date. This field will only show if your organization has chosen to enable it. It allows you to enter the date of the exchange rate that should be applied to this claim.
   • Exchange Rate. Adjust the exchange rate to be applied if necessary.
7. Click Save.
8. The copied out-of-pocket expense will now be displayed for you to make the necessary adjustments.