Processing External Expense Reports

Expense reports can be sent as BODs to CloudSuite Industrial from another application such as Infor Expense Management.

CloudSuite Industrial can process these BODs either through the Accounts Payable system or through the Payroll system. This is determined by the setting of the Process External Expense Report in A/P field on the Accounts Payable Parameters form:

• If Process External Expense Report in A/P is selected, the expenses are paid through a vendor record that is linked to the employee record.
• If Process External Expense Report in A/P is not selected, the expenses are paid through payroll payments to the employee.

Before you begin processing expense reports, you must set up employee information and certain codes in CloudSuite Industrial. If you are processing expenses through A/P, you must also perform these tasks:

• Use the External Expense Types form to specify information that will be used to generate the appropriate transactions and voucher distributions. A typical expense type might be something like Airfare, Meals, or Hotel. In an Infor XM expense report, this expense type is tied to an Infor XM project. The Infor XM project has a prefix (SRO_ for service orders, PRJ_ for projects, JOB_ for job orders, or any other prefix for miscellaneous cost centers). For example, an expense type of Hotel might be tied to SRO_SO0000000002/1, which transforms to a specific service order line in CloudSuite Industrial.

  The transaction type (prefix) determines how the fields on this form are used during CloudSuite Industrial processing of the specified expense type:

  • For cost centers, that is, instances where the expense is not tied to an CloudSuite Industrial order, the Voucher Expense Account is used for A/P voucher distributions.
  • For job orders, the Order Offset Account is used for A/P voucher distributions. That account is also credited when a job material transaction is posted. The U/M field is needed for a material transaction and generally is set to EA.
  • For service orders, the Order Offset Account is used for A/P voucher distributions. The SRO Misc Code is used for "miscellaneous"service transactions to obtain the Misc Code's account. That account is credited when the service order transaction is posted.
  • For project orders, the Cost Code on this form is set as the cost code for the A/P voucher distribution. The cost code and the project are used to get the account data to use for that distribution. When the A/P voucher is posted, a project transaction is created and posted for the project order/task.
• Set up vendor records and associate them with each employee who will receive expense reimbursement

For detailed steps, see the Infor CloudSuite Industrial Integration Guide for Infor Expense Management.