Sage X3 Core Financials - Day 4 - Managing Employee Expenses

Question 1

MANAGING EMPLOYEE EXPENSES:

Answer 1

To enter and track employee Expenses in Sage X3, there are certain Settings and information that must be defined, ie:
Expense Accounts,
Expense Cost Accounting Codes,
Defining the Employee as a Miscellaneous BP, and
Processing Expense Reports.

In the following Topics, you will learn how to Create and Process Employee Expenses.
You will also learn how to Track, Post, and Pay Employee Expenses.

TOPICS IN THIS LESSON ARE:
- How to Define G/L Accounts for Expenses
- How to Define Accounting Codes for Expense Codes
- How to Define Expense Codes
- How to Define Miscellaneous Business Partners
- How to Define User Account for Expense Processing
- Processing Expense Reports.

Question 2

How to Define G/L Accounts for Expenses: (GESCAC)
Path: Common Data > General Accounting Tables > General > Accounts

Answer 2

We Create Accounts using (GESCAC) so that we can track Employee Expenses.
- For Example, you may have a Seperate Account defined to track Airfares, Mileage, Hotel, etc.
- When Defining the Account, it should be assigned to a Non-Operating Expense Classification.

Question 3

How To Define Accounting Codes for Expense Costs: (GESGAC)
Path: Setup > Financials > Accounting Interface- Accounting Codes

Answer 3

We use Accounting Codes (GESCAC) to define an Account Code Specific to Expense Costs for each Expense Group.

• You should define the appropriate Account for each Expense Group.
• Assign the respective General Ledger Account at the Leg/Ana Field.
• You should Setup a Miscellaneous Business Partner Account Code for each Expense Group.
• Assign a Control Employee Expense Clearing Account to Line 8 (Expense Costs)
• This Account Code Line is referenced by the EXP (Refund of Expenses) Automatic Journal.

Question 4

How to Define Expense Codes: (GESTES)
Path: Setup > A/P - A/R Accounting > Expense Codes

Answer 4

We use Expense Codes (GESTES) to define the List and the Setup of the different Expenses necessary for posting an Expense.

• For each Expense, you must define the:
• Accounting and Analytical Allocation,
• Default Value, and
• Maximum Value.

At the Accounting Code Field, assign the Corresponding Expense Cost Account Code you defined.

• In the Valuation Type Section, Set the Valuation Type to Fixed for all the other Charge Costs, except for:
  Mileage, which should be Set to: Mileage.

MILEAGE ALLOWANCE: (GESEXM)
Path: Setup > A/P - A/R Accounting > Expense > Mileage Allowances.

• We use the Mileage Allowances (GESEXM) to define the rate for each Category per Mile up to a maximum of 3.

Question 5

How to Define Miscellaneous Business Partners: (GESBPR)
Path: Common Data > BPs

Answer 5

We use BPs (GESBPR) to define a Miscellaneous BP for Expense Processing.
- Select Miscellaneous as the Role on the Identify Tab.
- On the Acct Tab, Assign the Miscellaneous BP Accounting Code you created to the BP.

EMPLOYEES AS BPs:
You can optionally define employees as a Miscellaneous BP, using the same ID for both the User and BP.
- If this is done, you are not required to complete the Steps in the User Account for Expense Processing Topic discussed later in this Topic.
- This is normally done to post the Expnses to a Control Account and an Individual Account and can also take into Account the Payment Method selected in the BP Record and the Bank Details.
- The (EXPBPR) parameter takes into Account the user and BP Codes to create a link.

Question 6

How to Define a User Account for Expense Processing: (GESAUS)
Path: Setup > Setup > Users

Answer 6

We use Users (GESAUS) to Setup Expense Parameters Definitions for the User.

• On the Parameters Definitions Tab, Click the Actions Icon on the Line for Acc Payable/ Acc Receivable (Expense Management) and Select Detail.
• For the EXPBPR Parameter, Select the Miscellaneous BP you defined as the Value.

Question 7

Processing Expense Reports: (GESEXS)
Path: Setup > A/P - A/R Accounting > Expense > Expense Form Entry

Answer 7

We use the Expense Form Entry (GESEXS) Function to enter the Employee Expenses.

• The Employee Selected at the Employee Field must be a User defined in the System.
• The period is defined by clicking Period in the Right Panel and Setting the Period Range.
  – If Expense information was previously entered for the period dates defined, the lines automatically display.
  – You can Modify the existing Expense information as long as they have not Posted.

Question 8

Expense Posting: (EXSGEN)
Path: A/P - A/R Accounting > Expense Posting

Answer 8

We use Expense Posting (EXSGEN) Function to post Expense entries, which creates a Credit to the Expense Clearing Account.

• Expenses are posted based on the Criteria you define.
  For Example, you can Select to only post Expense entries entered for a Specific Employee and Period.
• In the Generation Section, you can Select to Create a separate Journal for each Employee as well as determine if entries are generated.
• You can also select whether to create, Actual Entries, or
  Only Simulations, and
  Determine if they are:
  Temporary, or
  Final.
• The actual Posting Date for the Expnses is based on the date Entered at the Journal Date Field.