Editing a Travel Expense Statement

As soon as the expenses have been downloaded, they can be processed in COSMO Travel Expense Management.

On the Travel Expense Statements page, choose the document number to open the relevant travel expense statement.

To edit a travel expense statement

There are several actions on this page.

As soon as the Travel Expense Statement has been posted, the Posting FastTab is populated.

Review the expense and then choose the appropriate action.

  • Choose the Post action to post the selected travel expense statement that is ready for approval. After posting, the expense is moved to the posted statements where it can be opened, see Posted Travel Expense Statements. The payment is now authorized for the expense and the employee can be reimbursed with the usual method of payment.
  • Choose the Preview Posting action to open a posting preview and review the different types of entries that will be created when posting the document or journal.
  • Choose the Edit Dimensions action to edit the dimensions that are stored for this entry, for example, the department.

Posting and Dimensions

Travel expense statements are posted in the following way:

  1. For each Statement Line, a Gen. Journal Line is created.
  • Amount = + Amount (Statement Line)
  • Account = Account (Statement Line)
  • Job = Job (Statement Line)
  • Dimension = Dimension (Gen. Journal Line) + Dimension (Statement Line), with Statement Line > Gen. Journal Line
  1. For each Statement Line that is not reimbursable (that means, the Reimbursable check box is not selected), another Gen. Journal Line is created.
  • Amount = - Amount (Statement Line)
  • Account = Clearing Account (Travel Expense Management Setup)
  • No Job
  • Dimension = Dimension (Gen. Journal Line) + Dimension (Statement Header), with Statement Header > Gen. Journal Line
  1. For each Statement Header, a Gen. Journal Line (summarized) is created for the employee/vendor.
  • Amount = - ReimbursableSumAmount (Statement Lines)
  • Account = Employee/Vendor
  • No Job
  • Dimension = Dimension (Gen. Journal Line) + Dimension (Statement Header), with Statement Header > Gen. Journal Line

Each travel expense statement is posted individually and thus creates its own G/L Register. This means that a travel expense statement can be reversed in the registers. However, the actual travel expense statement remains posted.


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