Expense Entry

Expense Entry is under Expense.

The Expense Entry is designed to help managers manually record and update employee expenses that can't be captured through the Employee Portal or when the portal isn't enabled. This feature ensures that all expenses are accounted for, even those outside automated processes.

Creating Expense Entry Records

Expense Entry records can be created directly in HRPro under Expense > Expense Entry or generated from expense claims submitted through the Employee Portal.

For records generated from Employee Portal claims, the Remarks field includes the applicant’s Expense Description and the approvers’ remarks from the application.

Attachments

Attachment requirements depend on the selected Expense Type:

• When “Expense Entry Required Attachment” is enabled, an attachment must be provided before the record can be saved. Select “Missing Attachment” to bypass this requirement when the supporting document is unavailable.

• When “Expense Entry Required Attachment” is disabled, the “Missing Attachment” checkbox is for reference only and does not affect saving.

Original Receipt Currency and Amount

When “Enable original receipt currency and amount” is enabled for the selected Expense Type, select the original currency and enter the amount shown on the receipt, such as USD 100.00.

These fields record the original receipt details separately from the local-currency amounts. HRPro does not perform currency conversion.

Applied Amount

The amount requested for reimbursement in the company’s local currency. For foreign-currency expenses, enter the local-currency amount being claimed, including any eligible credit-card or bank charges according to company policy.

Approved Amount

The amount approved for reimbursement in the company’s local currency. It may differ from the Applied Amount if the claim is adjusted during approval. Reimbursement is based on the Approved Amount.

Example: Foreign-Currency Expense

A receipt shows USD 100.00, and the applicant requests HKD 789.00 based on the actual credit-card charge. The approver adjusts the claim and approves HKD 780.00.

Record the amounts as follows:

• Original Currency: USD

• Original Receipt Amount: 100.00

• Applied Amount: HKD 789.00

• Approved Amount: HKD 780.00

The reimbursement is HKD 780.00. The original receipt details remain unchanged for reference.