Expense itemization using the Expense management mobile app

Applies To: Project Operations for stocked and resource/non-stocked based scenarios

Many organizations mandate that employees furnish a comprehensive breakdown of travel expenses. Take, for instance, a hotel bill, which typically lists various expenditures such as room charges, taxes, parking fees, and other miscellaneous costs incurred daily throughout the stay. To accommodate the specific requirements of each organization, expense categories can be configured to encompass subcategories or individual line items constituting an expense. An Expense management mobile application empowers users to itemize expenses for any designated category that necessitates such detailed breakdowns.

To use the Itemization feature on the expenses mobile app, the Ability to itemize recurring expenses quickly feature should be enabled.

Create itemized expenses

To enter expenses by using expense management mobile application, follow these steps.

1. On your mobile device, open the Power Apps mobile app, and then open the Dynamics 365 expense management mobile app.
2. Navigation to the Expenses tab, select the plus sign (+) button.
3. The camera app opens, and you can perform any of the following actions:
   • Take a photo of a receipt to capture it.
   • Select an existing receipt that's been captured.
   • Select a receipt to upload from your mobile device.
4. Preview the receipt, and then select Done. If you want to retake the photo, select Retake. On the New Expense page, information such as the date, amount, and merchant name should be filled in by OCR.

   Important

   The information on the New Expense page is filled in by OCR only if the OCR add-in is enabled for the environment.

5. In the list of expense categories, select the category that is marked for itemization for the expense. You can filter the list by entering the name of the expense category.
6. Enter the transaction date of the expense.
7. Enter the amount of the expense if it wasn't filled in by OCR, or if you want to change the amount that was filled in.
8. Select the currency of the expense.
9. Select Itemize expenses. Itemize expenses is available only if the expense category is marked for itemization. It opens another page to create the itemization for the main expense.
   • Select +Create new itemization.
   • Select the Start date.
   • Select the Subcategory.
   • Enter Daily rate and the Quantity.
   • Select Save to save the itemization details.
   • Review the Itemized amount and Remaining amount. When you create the itemization detail, the itemized amount can be more than expense amount but while validation is performed during the expense report submission.
10. Select Done to save the expense.

For more information about expense reports, see Manage expense reports by using the Dynamics 365 expense management mobile app.

View itemized expenses

To view the itemized expenses by using expense management mobile application, follow these steps.

1. On your mobile device, open the Power Apps mobile app, and then open the Dynamics 365 expense management mobile app.
2. Navigate to the Expenses tab and select the expense that requires validation of its itemization details, or navigate to the Reports tab, select the expense report, and then select the expense. The expense screen opens.
3. Select Itemize expenses. Itemize expenses is available only if the expense category is marked for itemization. It opens another page to create or view or update the itemization for the main expense.
4. To view the itemized expenses created using +Create new itemization, select View all itemized expenses.
5. Select the itemized expense to view the expense details of the itemized expense.
6. Itemized expenses can be updated with more details if needed.