Understanding How Expense Distributes and Redistributes Amounts

Keep the following in mind about changing amounts:

• Expense initially distributes the amount of the expense equally across attendees. That is, if the expense amount is 100 USD and there are two attendees, Expense allots 50 to each attendee.
• If a user adds or removes an attendee, Expense redistributes the amounts. In the above example, if the user removes one attendee, then the remaining attendee is allotted the full 100. If the user adds another attendee (so now there are two again), Expense redistributes again, allotting 50 to each.
• If the user manually changes an amount, Expense will not later change that amount while redistributing.
  • Assume that the user edited the amount of attendee A to be 30 and the user let Expense automatically adjust attendee B's amount to be 70. If the user now adds attendee C, Expense will redistribute 70 across attendee B and C; Expense will not change attendee A, which remains at 30.
  • Assume that the user edited the amount of attendee A to be 30 and manually changed attendee B's amount to be 70. If the user now adds attendee C, Expense allots zero to attendee C. The user must manually adjust amounts to account for attendee C; Expense will not automatically change the amount for attendee A or B.
• Amounts cannot be edited for expenses marked as personal or the "parent" portion of an itemized expense.

Copy down itemization information to attendees

Assume that you itemize an expense that has attendees and your system is configured to copy down the attendees to the itemizations. If so, attendees entered at the parent expense can copy down to any itemization with attendees. On the initial creation of the itemizations, the attendees present on the parent expense will copy to the itemization. If you then make changes to the attendees on the parent expense (for example, add an additional attendee), you will be asked if you want to copy the change to the itemizations.

For example, assume that there are two attendees, each allotted half ($30) of the itemization ($60). If you add a third attendee to the parent expense, you are prompted about carrying the change to the itemizations. Upon clicking Yes, the third attendee is added to the itemization and the amounts are adjusted.

Approvers and processors

Like most forms and fields, the attendee forms and fields can be configured so that it is either read-only or editable (modify) for the approver and/or processor. If so, modify means:

• The approver and/or processor can add attendees to and remove attendees from an expense.
• Neither the approver nor the processor can manually adjust the amount of the expense allotted to each attendee. However, if the approver or the processor lower the total amount of the expense, then the individual attendee-allotted amounts are adjusted proportionally.
• If the approver and/or processor add or remove an attendee and:
  • If the user has not manually changed any amounts, then Expense will automatically redistribute the amounts equally among all attendees.
  • If the user manually changed some but not all amounts, then Expense will redistribute the amounts over the attendees whose amounts the user did not change as well as any new attendees added by the approver or processor.
  • If the user manually changed all amounts, then Expense cannot redistribute the amounts. On save, an alert (exception) is created because the amounts no longer balance. Though the approver/processor is encouraged to return the report to the employee for editing, the report can be approved/processed.