Expense Sheet

Overview

Digitise your expense report process with Zumzum Financials Expense Sheets. Track out of pocket expenses for employees by adding Expense Sheet Detail records. Submit, track and approve Expense Sheets and convert to Purchase Invoices for reimbursement. Your Salesforce administrator will need to design , test and deploy your own approval processes to suit your business needs.

Expense Sheet In Lightning (Beta)

Expense Sheet in Lightning is a preview feature for evaluation purposes only.  Use this feature to test the new Expense Sheet experience and prepare your plans for migrating to the new Expense Sheet In Lightning.

Known Limitations of Expense Sheet In Lightning (Beta)

The following are known limitations of the current beta release:

• Expense Sheets and Expense Sheet Details created in the Classic user interface may not be edited with the new Expense Sheet in Lightning.
• Expense Sheet Details may only be entered in your corporate base currency.
• Only Expense Sheets in Corporate Base Currency may be converted to Purchase Invoices.
• Overriding the delete and clone buttons on the Expense Sheet and Expense Sheet Details also impacts existing users in Salesforce Classic
  • The Expense Sheet in classic will continue to function correctly in the visualforce pages for delete line items.
• New Expense Sheet Detail is not supported on Mobile, use the Add Expense Quick Action on the Expense Sheet view page for mobile

Administrator Setup of Expense Sheet in Lightning (Beta)

Follow the steps below in your sandbox to configure your user interface for the new Lightning Web Components on Expense Sheets and Expense Sheet Details

Setup Expense Sheet Lightning Web Components

In future releases, the below settings will be the default settings, however to preview the new Expense Sheet for Lightning, follow these setup steps

• Configure your Expense Sheet New button override
  • Go to Setup>Object Manager>Expense Sheets>Buttons, Links, And Actions
  • Click the drop down arrow next to to the  New button
  • Set the Lightning Experience Override to Lightning Component
  • Select the ExpenseSheetAura for the Lightning Experience Override setting
  • Set the Mobile Override to Lightning Component
  • Select the ExpenseSheetAura In the Mobile Override setting
  • Click Save to confirm your changes
• Configure your Expense Sheet Edit button override
  • Go to Setup>Object Manager>Expense Sheets>Buttons, Links, And Actions
  • Click the drop down arrow next to to the  Edit button
  • Set the Lightning Experience Override to Lightning Component
  • Select the ExpenseSheetAura for the Lightning Experience Override setting
  • Set the Mobile Override to Lightning Component
  • Select the ExpenseSheetAura In the Mobile Override setting
  • Click Save to confirm your changes
• Configure your Expense Sheet Delete button override
  • Go to Setup>Object Manager>Expense Sheets>Buttons, Links, And Actions
  • Click the drop down arrow next to to the  Delete button
  • Select  No override (use default)
  • Click Save to confirm your changes
• Display the Add Expense quick action to your Expense Sheet Lightning Record Page
  • Go to Setup>Object Manager>Expense Sheets>Lightning Record Pages
  • Click on the name of your custom Lightning Record Page
  • Select Edit on your custom Lightning Record Page
  • Click on the Highlights Panel to see your current list of quick actions
    • You should upgrade to Dynamic Quick Actions for Lightning Record Pages to be able to show/hide quick actions based on criteria
  • In the right hand panel, below your existing quick actions in the Highlights Panel configuration settings, select Add Action
  • Under Actions, search for Add Expense
  • Configure the Set Action Visibility as per the following criteria
    • Device should be equal to Phone
    • Status should be equal to Draft and Rejected
  • Click Done to save the quick action settings
  • Click Save and confirm the changes to your Lightning Record page.
• (Optional) Add Expense button in Experience Cloud Sites.
  • Add a Lightning Component Action to the Expense Sheet for Experience Cloud Sites by following the steps in the Salesforce Mobile and Lightning Experience Actions section of the Customize Actions with the Enhanced Page Layout Editor help article.
• Configure your Expense Sheet LWC Field Set
  • Go to Setup>Object Manager>Expense Sheets>Field Sets
  • Click on the Expense Sheet LWC field set name
  • Add or remove fields from the In the Field Set section
  • Click Save to confirm your changes

Set up Expense Sheet Detail Lightning Web Components

In future releases, the below settings will be the default settings, however to preview the new Expense Sheet for Lightning, follow these setup steps

• Configure your Expense Sheet Detail New button override
  • Go to Setup>Object Manager>Expense Sheet Detail>Buttons, Links, And Actions
  • Click the drop down arrow next to to the  New button
  • Set the Lightning Experience Override to Lightning Component
  • Select the ExpenseSheetDetailAura for the Lightning Experience Override setting
  • Set the Mobile Override to Lightning Component
  • Select the ExpenseSheetDetailAura In the Mobile Override setting
  • Click Save to confirm your changes
• Configure your Expense Sheet Detail Edit button override
  • Go to Setup>Object Manager>Expense Sheet Detail>Buttons, Links, And Actions
  • Click the drop down arrow next to to the  Edit button
  • Set the Lightning Experience Override to Lightning Component
  • Select the ExpenseSheetDetailAura for the Lightning Experience Override setting
  • Set the Mobile Override to Lightning Component
  • Select the ExpenseSheetDetailAura In the Mobile Override setting
  • Click Save to confirm your changes
• Configure your Expense Sheet Detail Delete button override
  • Go to Setup>Object Manager>Expense Sheet Detail>Buttons, Links, And Actions
  • Click the drop down arrow next to to the  Delete button
  • Select  No override (use default)
  • Click Save to confirm your changes
• Configure your Expense Sheet Detail Clone button override
  • Go to Setup>Object Manager>Expense Sheet Detail>Buttons, Links, And Actions
  • Click the drop down arrow next to to the  Clone button
  • Select  Standard page
  • Click Save to confirm your changes
• Configure your Expense Sheet LWC Field Set
  • Go to Setup>Object Manager>Expense Sheet Detail>Field Sets
  • Click on the Expense Sheet Detail LWC field set name
  • Add or remove fields from the In the Field Set section
  • Click Save to confirm your changes

Setup Expense Sheet Lightning Mobile Components

In future releases, the below settings will be the default settings, however to preview the new Expense Sheet for Lightning, follow these setup steps

• Configure your Expense Sheet New button override
  • Go to Setup>Object Manager>Expense Sheets>Buttons, Links, And Actions
  • Click the drop down arrow next to to the  New button
  • Set the Mobile Override to Lightning Component
  • Select the ExpenseSheetAura In the Mobile Override setting
  • Click Save to confirm your changes
• Configure your Expense Sheet Edit button override
  • Go to Setup>Object Manager>Expense Sheets>Buttons, Links, And Actions
  • Click the drop down arrow next to to the  Edit button
  • Set the Mobile Override to Lightning Component
  • Select the ExpenseSheetAura In the Mobile Override setting
  • Click Save to confirm your changes
• Configure your Expense Sheet Delete button override
  • Go to Setup>Object Manager>Expense Sheets>Buttons, Links, And Actions
  • Click the drop down arrow next to to the  Delete button
  • Select  No override (use default)
  • Click Save to confirm your changes
• Display the Add Expense quick action to your Expense Sheet Lightning Record Page
  • Go to Setup>Object Manager>Expense Sheets>Lightning Record Pages
  • Click on the name of your custom Lightning Record Page
  • Select Edit on your custom Lightning Record Page
  • Click on the Highlights Panel to see your current list of quick actions
    • You should upgrade to Dynamic Quick Actions for Lightning Record Pages to be able to show/hide quick actions based on criteria
  • In the right hand panel, below your existing quick actions in the Highlights Panel configuration settings, select Add Action
  • Under Actions, search for Add Expense
  • Configure the Set Action Visibility as per the following criteria
    • Device should be equal to Phone
    • Status should be equal to Draft and Rejected
  • Click Done to save the quick action settings
  • Click Save and confirm the changes to your Lightning Record page.

Set up Expense Sheet Detail Lightning Mobile Components

In future releases, the below settings will be the default settings, however to preview the new Expense Sheet for Lightning, follow these setup steps

• Configure your Expense Sheet Detail New button override
  • Go to Setup>Object Manager>Expense Sheet Detail>Buttons, Links, And Actions
  • Click the drop down arrow next to to the  New button
  • Set the Mobile Override to Lightning Component
  • Select the ExpenseSheetDetailAura In the Mobile Override setting
  • Click Save to confirm your changes
• Configure your Expense Sheet Detail Edit button override
  • Go to Setup>Object Manager>Expense Sheet Detail>Buttons, Links, And Actions
  • Click the drop down arrow next to to the  Edit button
  • Set the Mobile Override to Lightning Component
  • Select the ExpenseSheetDetailAura In the Mobile Override setting
  • Click Save to confirm your changes
• Configure your Expense Sheet Detail Delete button override
  • Go to Setup>Object Manager>Expense Sheet Detail>Buttons, Links, And Actions
  • Click the drop down arrow next to to the  Delete button
  • Select  No override (use default)
  • Click Save to confirm your changes
• Configure your Expense Sheet Detail Clone button override
  • Go to Setup>Object Manager>Expense Sheet Detail>Buttons, Links, And Actions
  • Click the drop down arrow next to to the  Clone button
  • Select  Standard page
  • Click Save to confirm your changes

Create A New Expense Sheet

1. In the App Launcher search for the Expense Sheet tab or go the Expense Sheets Tab
2. Click the new New action
3. Enter the values in the minimum fields displayed on your Expense Sheet
4. Either click Save to add your new Expense Sheet or
5. Click Save and Add Expense to begin entering an expense item.
   1. Change the Date field if  your expense was on a different date than the default value
   2. Search for and select a Nominal Account
   3. Enter a Narrative
   4. and Foreign Unit Amount values
   5. Change the Tax Rate if required
   6. Enter the values of any other fields set by your organisation
   7. Click Save or Save and New to finish your entry

Add Expense on Expense Sheet

1. Click the Add Expense quick action at the top of the Lightning Record Page or the new button on the Expense Sheet Detail related list
2. Change the Date field if  your expense was on a different date than the default value
3. Search for and select a Nominal Account
4. Enter a Narrative
5. and Foreign Unit Amount fields
6. Change the Tax Rate if required
7. Enter the values of any other fields set by your organisation
8. Click Save or Save and New to finish your entry

Add Expense on Expense Sheet Detail Related List

1. Click the New option on the Expense Sheet Detail related list
2. Change the Date field if  your expense was on a different date than the default value
3. Search for and select a Nominal Account
4. Enter a Narrative
5. and Foreign Unit Amount fields
6. Change the Tax Rate if required
7. Enter the values of any other fields set by your organisation
8. Click Save or Save and New to finish your entry

Edit Expense Sheet Detail from related list or page view

1. Go to the Expense Sheet Detail related list of the Expense Sheet
2. Change the Date field if  your expense was on a different date than the default value
3. Search for and select a Nominal Account
4. Enter a Narrative
5. and Foreign Unit Amount fields
6. Change the Tax Rate if required
7. Enter the values of any other fields set by your organisation
8. Click Save or Save and New to finish your entry

Convert an Expense Sheet To Purchase Invoice

• Click the Convert to Invoice quick action at the top of the Lightning Record Page on the Expense Sheet.
• The new Purchase Invoice page will load including the data from the Expense Sheet.
• Expense Sheet details will be copied to the Purchase Invoice Line items.
• A supplier account will be added to the Purchase Invoice if you have added a value in the Supplier Account field on the Expense Sheet.
• Edit the Purchase Invoice as required and select the Save button.

Create An Expense Sheet And Expense Sheet Details (Classic)

1. Search Expense Sheet in the App Launcher.
2. Select New.
3. Firstly select the Year and Month that the Expense Sheet is representing.
4. The next step is to select the type of Expense, whether it is Cash or Card.
5. Now select the Date of the Expense you wish to add to the Sheet. Today’s date will be automatically filled in, this may need changing as the date you select must match the date and year you selected in Step 3.
6. You can then link the Expense to a Opportunity and/or Account if needed.
7. Now select the Nominal Account, the field will allow you to search by the name.
8. You are required to add a Narrative explaining what the expense is for.
9. If it is in relation to travel then enter the Mile traveled, this will not be relevant to all expenses. Also enter the name of the Passenger if relevant.
10. You can now enter the Quantity of Items that are part of the expense.
11. Next enter the Unit Amount of a single item on the Expense.
12. Lastly select the Tax Rate (T/C) and select Add
13. Repeat Step 5 – Step 12 for every Item on the Expense Sheet.
14. Once all expense are added them select Save Expense Sheet.