Zoho Expense - Using Expense to Submit Expense Reports

Zoho Expense - Using Expense to Submit Expense Reports

Procedure for Submitting Expense Matching Using Zoho Expense

Objective:
To guide managers through the process of submitting their expense matching using Zoho Expense, ensuring all submissions are completed by the 1st of each month.

Scope:
This procedure is intended for all managers who are required to submit expense matching reports.

Responsibilities:
- Managers: To submit their expense matching reports accurately and on time.
- Finance Department: To review and approve submitted reports.

Procedure:

1. Accessing Zoho Expense:
  1. Log in to your Zoho Expense account at Zoho Expense Login Page
2. Preparing Expense Reports:
  1. During the month, collect all relevant receipts and documentation related to the expenses incurred.  
  2. Use the "Zoho Expense" app on your phone to collect receipts during the month.  Apple Link.  Google link.
  3. For emailed receipts, use the forwarding email in Zoho Expense to forward those receipts.  You can find your forwarding email by clicking "Expenses" and then click "Auto-forward Email Receipts" and then copy the provided email address.  You will then forward all your email receipts to that address.
3. Creating an Expense Report
  1. TourScale requires expense reports monthly, so the first step is to create a report for each month.
  2. Click on "Reports" in the menu on the left
  3. Click "+New Report"
  4. Fill out the New Report fields
    1. Report Name should be the business unit, month and year for the expense report.  For instance, "TPNC March 2023".
    2. Under "Duration" select the first and last date of the month you are reporting on.
  5. Ignore the "Business Purpose" and "Trip" fields.
4.  Matching Expenses.  
  1. We recommend keeping up with matching expenses throughout the month, rather than waiting until the last minute.
  2. All expenses over $25 must be accompanied by a receipt.
  3. To match expenses, navigate to the "Expenses" tab by clicking on "Expenses" in the menu.
  4. For each expense imported from your company card, click on the expense to bring up the menu options.
  5. Each expense needs to have the following:
    1. Expense Date
      1. This is the date the expense was incurred
    2. Merchant
      1. This is who the expense was paid to.  Note, if this is a new merchant you may need to obtain a W9 from them.
    3. Category
      1. Select the category that most reflects the expense.  For a detailed description of each account, please refer to our Expense Accounts Chart.
    4. Amount
      1. This is the total amount of the receipt.
    5. Description
      1. Please describe why this expense was incurred.
    6. Tag
      1. Each expense must be associated with a reporting tag.  This will allow us to properly attribute what business this expense was incurred for.  
      2. Each expense must have  a "Business Unit" tag, an "Entity" tag, as well as a "Location" tag.  "Asset Products" tags are only needed if this expense was incurred in the manufacturing of an asset for sale.
    7. Report
      1. You will associate each expense with the monthly report you have created.
  6. If there are multiple items on one receipt that needs to be categorized separately, use the "Itemize" button to break out the expenses on the receipt.
  7. If this expense was paid using a personal card, select the "Claim Reimbursement" button for the expense.
5. Submitting Expense Reports
  1. One you have successfully matched all the expense for a given month, click on the "Reports" button in the menu to the left
  2. Click on the monthly report you have created
  3. In the upper righthand corner, click the "Submit" button.
6. Approval
  1. Once you have submitted your report, the TourScale Finance department will review your report
  2. The Finance Department may have questions or seek additional clarification for some of the entries.  Ensure to promptly respond to help facilitate the bookkeeping process.

Additional Notes:
  1. Ensure all submissions adhere to the organization's expense policy.
  2. Contact the Finance Department (finance@tourscale.com) for any questions or if you encounter issues with Zoho Expense.

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