Manually Pay a Report

When the expense report has changed status to Processing Payment, it is possible to pay the employee for the expense report amount outside of Expense.

The purpose of manual payment is to record payment of the net amount due to the employee by some other method than through the normal accounting extract. You can also use manual payment to conclude cash transactions or company card transactions in which the report amount due is zero and that the employee had paid and marked as personal. The manual pay function will update the paid status of the report if all the rows on the report are paid to the employee, or if amounts due to a corporate card have already been extracted. If there are are amounts due other than to the employee which have not yet been extracted, then the report will remain in the Processing Payment status.

IMPORTANT NOTES:

To manually pay an employee:

  1. Search for expense reports that have the payment status of Processing Payment.

  2. Open the desired report.

  3. On the expense report page, click Manual Pay.

  4. On the Change Approval Status page, enter the required information.

  5. Click OK. The expense report page displays the Payment Status information updated to Paid, assuming any other amounts due to a company card have already been extracted. This action also updates both the journal entries and audit trail for auditing and extract purposes.

When journal entries are set to Paid, then those report details will not be extracted. Extracting these journal entries would risk duplicate payment of the expenses.