No matter where you work, there's always one thing most employees despise -- filling out the dreaded expense report after a business trip. This application, while not making it exactly "fun", can make the task a bit easier.
Each report is keyed one two fields - Employee and Expenses for the period beginning. These are the two fields which connect to the two databases, EXPENSES and EXPDAILY. With this structure, each employee can have as many reports as needed, as long as each report has a unique period begin date.
Begin by entering the name and date, and you will be led through the form. To view an existing report, click the Lookup button.
Once the body of the report is complete, fill out the summary information. By entering either the Total Company Credit Card Charges OR Total Cash Expenses, you can calculate the other automatically simply by pressing Ctrl+C (for Calculate). After an amount for the cash advance is entered, the amount due is displayed, and indicates whether it is due to the employee or to the company.
Client/City
Enter the name of the Client on whom the expenses
were incurred, or the name of the City and/or event
where most of the expenses were incurred.
Enter the date on which the expenses were incurred.
Auto Mileage
Enter the number of miles driven in your own vehicle.
The Auto Expenses will be automatically calculated
for reimbursement at the rate of $0.245 per mile.
0.245
Airfare
Enter the amount spent on airplane tickets. If this
was a round trip, enter the entire expense on the date
you returned to your city of departure.
Hotel
Enter the amount for hotel expenses, including
daily room rates and any applicable taxes.
Meals
Enter the amount spent on your own meals.
For entertainment, enter the amount in "Other".
Other
Enter the total amount of expenses not included in
other categories.
Expenses for the Period Beginning
Enter the starting date for this expense report.
After this date and the employee name are entered,
the system will check to see if a report is already
on file for this person and time period. If a match
is not found, a new expense report is created.
This field, and most of those within the round-
cornered grey boxes are linked to the Paradox
database named "EXPENSES".
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Total Expenses
This total is a summation of the "Totals" column
in the daily expenses table. It uses the ObjectVision
@COLUMNSUM function.
2870.13
Employee
Enter the name of the employee.
After this field and the report starting date are entered,
the system will check to see if a report is already on file
for this person and time period. If a match is not found,
a new expense report is created.
This field, and most of those within the round-
cornered grey boxes are linked to the Paradox
database named "EXPENSES".
Bill Williams
Employee
Total Expenses must equal Credit Card Expenses plus Cash Expenses. Press Ctrl-C to automatically calculate balance.
Total Company Credit Card Charges
Project/Cost Center
Enter the expense category against which these
expenses are to be charged.
This field, and most of those within the round-
cornered grey boxes are linked to the Paradox
database named "EXPENSES".
Marketing Boondoggles
Total Company Credit Card Charges
Of the amount listed in the "Total expenses for this
report" field, enter the amount which was spent
using a company-supplied credit card.
After entering this amount, you may hold down the
"Ctrl" key and press the letter "C" (for "calculate").
This will automatically input the correct amount in
the "Total Cash Expenses" field. You may also leave
this field blank, enter a value into Total Cash Expenses,
and press Ctrl-C to calculate a value for this field.
This field, and most of those within the round-
cornered grey boxes are linked to the Paradox
database named "EXPENSES".
Total Cash Expenses
Of the amount listed in the "Total expenses for this
report" field, enter the amount which was spent
using cash or a personal credit card.
After entering this amount, if the "Total Company Credit
Card Expenses" field's value is zero, you may hold down
the "Ctrl" key and press the letter "C" (for "calculate").
This will automatically input the correct amount in
the Credit Card Expenses field. You may also leave
this field blank, enter a value into Credit Card Expenses,
and press Ctrl-C to calculate a value for this field.
This field, and most of those within the round-
cornered grey boxes are linked to the Paradox
database named "EXPENSES".
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Cash Advance
Enter the amount of cash (or checks) you received
from the company toward the expenses incurred on
this report.
Once this value is entered, the amount due to the
employee or the company is automatically calculated
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