Envelopes Modify | Delete Just like a paper envelope, an Expenses envelope allows you to organize and save your receipts. Users at any access level can create envelopes and create associated receipts when they incur any kind of expense. Such expenses are submitted to an Approver (see Envelopes approved by for details). Once approved, expenses can be turned into Timebills, and then into the invoices that are sent to clients for payment. Administrators can create rules or policies for expenses. To create a new Envelope: 1. Click on the "Envelopes" tab. 2. Click on the "Create..." drop-down menu and select "envelope." 3. If you have enabled multi-currency functionality, choose the currency in which you want the expense report to be totalled. 4. Enter a different tracking number, if desired. 5. Enter a name for the new envelope. 6. Enter a purpose for the envelope (optional). 7. Enter a different date if necessary (the default date is the date the envelope is created). 8. Enter the amount of any cash advance, if applicable; enter notes if desired. 9. If you have any approved authorizations, these will be listed at the bottom of the dialog box. If you want to create an expense report for expenses related to one or more of these authorizations, enable the check boxes of the appropriate authorizations. 10. If you are using the tax locations tax calculation method, choose the appropriate tax location from the dropdown menu. 11. Click on "Create envelope." 12. You will immediately see a "Receipt" dialog (see creating a new receipt for details). Note: If you selected authorizations when creating an envelope, and if these authorizations have been booked, receipts may have been automatically created for those expense items when you created the envelope. Click on the "Receipts" link to see if receipts exist for the new envelope. Note: Users with the role privilege "Customize forms" can modify the information that appears on all receipt entry forms by clicking the "customize" link at the bottom of any receipt(Envelopes [any subtab] > [select an envelope] > Receipts). Any changes will impact all receipt entry forms for all users in the account. Currently, the only customization options are Message and Message Location. Example usage: create a message, placed at top or bottom of form, with codes to assist in receipt entry. Note: You can add custom fields to your Envelope dialogs by going to the My Account > Company > Custom Fields tab, and selecting "Custom Field" from the "Create..." drop-down menu. To modify an Envelope: Note: The "Envelope info" form allows you to change information that pertains *only* to an Envelope itself (i.e., its tracking number, name, purpose, date, amount of cash advance, and notes). To make changes to receipts within envelopes, see modifying a receipt. Also note that you cannot edit envelopes that have already been approved, nor can you edit other users' envelopes without specific access permission. 1. Click on the "Envelopes" tab. 2. Click on the "All envelopes" tab. 3. Click on the envelope whose name you want to change. 4. Make your changes in the "Envelope info" form. 5. Click on the "Save" button. To delete an Envelope: You can use the "Edit envelope" form to delete an envelope *only* if the "Delete" button appears next to the "Save" button on the bottom of the "Envelope info" form. 1. Click on the "Envelopes" tab. 2. Click on the "All envelopes" tab. 3. Click on the envelope you want to delete. 4. Click on the "Delete" button. Note: If you delete an envelope, any receipts within it will be deleted also.