Single Expense can be split into multiple expenses using the ‘Split’ feature. Expenses can split in two ways - Split by the amount or by percentage as per the requirement of the user. Users will typically split by amount when a receipt that has multiple lines has to be split into multiple expense types (for example, a hotel receipt can have multiple lines like laundry, room service, meals, lodging, etc). Users will typically split by percentage when an expense is to be split between multiple departments or cost centers or projects.

 

Users can split the expense by clicking on the split icon present in the Action column (Refer below screenshot). The Split icon is shown for an expense only after the expense is added to the expense report. 


                 

Following are the two options available to split an expense,

         1) Split By Amount

         2) Split By Percentage

On clicking the split icon a pop-up window appears with the options as ‘Split by Amount ‘and ‘Split by Percentage’.


                   

Split By Amount

To split the expense by amount, choose the ‘Split by Amount’ option which will open the expense in a pop-up window with two sections as shown in the screenshot below. As an example, we will be splitting the expense type ‘HOTEL’ for $600 into two expenses ‘Hotel’ and ‘Food’ by respective amount. 


                    

     

The top section (Original Transaction) is non-editable and displays the original expense which has to be split. The bottom section (Split Transactions) is the editable section where the expense can be split by the amount. 


Following are the steps to be followed to split an expense by amount - 


       1. Add Split: This option will create a row filled with all the details of the original expense except the transaction amount field and converted amount field as ‘0’). The user needs to enter the appropriate amount for the split and based on that the converted amount will be calculated and populated as per the available currency rate. Here we add two splits to the expense type ‘Hotel’ of $600 considering the above example, the first row of $500 is added as an expense type ‘HOTEL’ with details as ‘LODGING’. The second row of $100 is added as an expense type ‘Food’ with details as ‘BREAKFAST’, hence splitting ‘Hotel’ into two expenses ‘Hotel & Food’

   

 2. Save: This option will save the splits only when the split expense amount is equivalent to the original expense amount, else an error message will be displayed (Refer screenshot below). When the sum of the amount of all the splits matches the original expense amount then the 'Total Transaction Amount' and 'Total Converted Amount' is displayed in green.

                    

                   


 3. Exit: On click of Exit, the user is taken back to the expense report screen where the original expense and the associated splits are shown.

         

     

 4. Remove All: This option will remove all the splits of the expense.

 

5. Below is the expense type ‘HOTEL’ with the associated splits.


  

Split By Percentage

To Split the expense by percentage choose the ‘Split By Percentage’ option, this will open the expense in a pop-up window with two sections as shown in the screenshot below. The same example of the split by amount is considered here too.


       


The top section (Original Transaction) is non-editable and displays the original expense which has to be split. The bottom section (Split Transactions) is the editable section where the expense can be split by percentage as per the user’s requirement. 


Following are the steps to be followed to split an expense by percentage -


      1. Enter Split %: In this field, the user can enter the percentage by which the expense should be split.

             

 2. Add Split: This option will create a row filled with all the details of the original expense and the calculated amount according to the percentage mentioned in the ‘Enter Split %’ field. 


 3. Save: This option will save the splits only when the sum of the amount of all the split amount is equivalent to the original expense amount and the Total is 100% else an error message will be displayed (Refer screenshots below). When split amount matches the original converted amount then the total amount is displayed in green.

           


  4 Exit: On click of Exit, the user is taken back to the expense report screen where the original expense and the associated splits are shown.

          

 5. Remove All: This option will remove all the splits of an expense.

             

6. Below is the expense type ‘Hotel’ with the associated splits.


Update Split Expenses

In order to update the split amount of an expense click on the split icon next to the original expense, then repeat the steps as shown above in  “Split By Amount” or “Split By Percentage”.

  

    

     Note:

         · User will not able to split ‘Per diem’ expense type expenses.

         · Currency and Currency rate will be non-editable in the split transaction section.

                · If expense source is bank then expense date will not be editable.

                · If the original expense has a receipt attached then the same receipt will be applicable to all splits of the expense.

                · Users will not able to edit split expenses.

                · Users will not able to delete split expenses. In order to delete a split expense, the user will have to first delete all the splits of an expense.