Copyright: Copyright © 1997-1998 3Com Corporation or its subsidiaries. All rights reserved.
Citation: Copyright © 1997-1998 3Com Corporation or its subsidiaries. All rights reserved.


Working With Expense

The Expense macro application enables you to use the Expense application on your handheld to track your expenses, and then transfer the information to a Microsoft Excel spreadsheet. There are four templates you can select from to create your expense report, or you can create a custom template. For more information about the Expense application and the Expense macro application, refer to your Application Manual.

You can use the Expense application on your handheld to track expense information, including:

•	Expense details, such as date of expense, type of expense, amount spent, and payment type

•	Category to which the expense is assigned

•	Vendor and people involved with expense

•	Mileage for a particular date or category

For detailed information on creating expense reports, see the following topic:

  Creating expense reports


Creating Expense Reports

The Expense macro application enables you to create expense reports from the information in the Expense application on your handheld.  For more detailed information on creating an Expense Report, refer to the Expense chapter in your Application Manual.

Important   You must have Microsoft Excel installed on your desktop computer to use the Expense macro application.

To create an expense report

1.	Perform a HotSync operation.

2.	Select Expense from the Desktop application’s Launch bar or from the Windows Start menu.

3.	Select a category option in the Category box.

4.	Select a date option in the Date box.

5.	Click the Options button to select or change the template, local currency, or information that prints on each expense report.

In the Expense Report Options dialog box:

•	Type the information you want to appear on the expense report in the Name, Department, Project, and Bill To boxes.

•	Click the Template box and select a template from the list.

•	Click the Local Currency box and select the local country from the displayed list, or select the text in the Local Currency box and type the name of the local country.

•	Click the OK button.

6.	Click the Create button.

7.	If you have foreign expenses, the International Currency Expense Report dialog box displays.

In the International Currency Expense Report dialog box, select an option for converting expense report amounts:

Do Not Convert My Expense Amounts

Your expense amounts will not be converted.

Let Me Enter The Exchange Rates, Then Convert My Expense Amounts

The Currency Exchange Rates dialog box displays. For each currency in the list:

•	Click the currency in the list.

•	Type an exchange rate in the Exchange Rate box.

•	If the More button is enabled, you can click it to see a complete list of Exchange Rate Summary information.

Click the OK button when have selected an exchange rate for each currency.

Tip   The Expense Report macro application always uses the expense data for the current user of the Desktop application. The name of the current user account displays in the User box on the Desktop application’s Toolbar.

If the Expense Report macro application cannot determine the current user account, select the user account from the displayed Users dialog box.


Expense Report Dialog Box

Use the Expense Report dialog box to print or create an expense report in Microsoft Excel using the Expense data from your handheld.

Categories	Choose an option in the Categories box:
	All	Populates expense entries associated with all of your Expense categories.
	Selected Categories	Populates expense entries only in selected categories. To select Expense categories, click the Expense category title in the list. Press the Ctrl key while clicking a category title to select additional categories.
Dates	Choose an option in the Dates box:
	All	Populates expense entries for the selected categories up to the date of the last HotSync operation.
	End Date	Populates expense entries for selected categories only up to a selected end date. To select an end date,  type an end date in the End Date box.
Create	Click to populate expense data into a Microsoft Excel spreadsheet.
Print	Click to preview and/or print an expense report in Microsoft Excel.
Options	Click to select an expense template, the local currency’s country, or to enter your name, department, and other information you want to appear on your expense report.


Expense Report Options Dialog Box

Use the Expense Report Options dialog box to choose an expense template, select the local currency’s country, or to enter the name, department, and other information you want to appear on your expense report.

Tip   Generally, you only have to choose an expense template and enter the necessary information once. The Expense macro application uses the specified information each time you print or create an expense report.

Name	Type your name.
Department	Type your department name.
Phone No.	Type your phone number.
Project	Type the  project name.
Bill To	Type the account number or name that the expenses will be billed to.
Template	Click the Template box and select a template from the list. To use your own custom expense template, refer to Appendix A: Custom Expense Templates of the Application Manual.
Local Currency	Click the Local Currency box and select a country from the list, or select the text in the box and type a country name.


International Currencies Expense Report Dialog Box

Use the International Currencies Expense Report dialog box to choose whether to report expense amounts in their foreign currencies as collected in Expense or convert expenses to the specified local currency.

Do Not Convert My Expense Amounts	Choose this option to populate the expense amounts in the currencies as they were recorded.
Let Me Enter The Exchange Rates, Then Convert My Expense Amounts	Choose this option to enter the exchange rates so that the foreign currency expenses will be converted to the specified local currency.


Currency Exchange Rates Dialog Box

Use the Currency Exchange Rates dialog box to enter the current exchange rates for the foreign currencies to be converted to the specified local currency.

Foreign Currency	Click the name of the country for which you want to enter or edit the exchange rate.

Exchange Rate	Type the exchange rate value for the selected country.

More	Click to see a complete list of Exchange Rate Summary information.

(This option may not be enabled, depending on the foreign and local currency.)