Expense Report

About this template

What you are looking at

One file holds both the expense request that goes up for approval and the log that stacks those requests. The tabs are Expense request, Request log and Evidence & authority. The sample header – request EX-2026-047, dated 2026-06-30, budget account “210 Operating costs” – changes with every request.

Filling it in

1. Start with the header: request number, request date, purpose, project name, client and budget account. Use the same account codes as your budget sheet.
2. Rows 15-23 take account, description, quantity, unit, unit price and evidence type. The amount is =E15*G15, so never type it.
3. Evidence type must be one of the six values in the rules sheet: Tax invoice, Exempt invoice, Credit card slip, Cash receipt, Receipt, Other. Tick the Evidence attached box beside it. (The sample writes “Credit card” rather than “Credit card slip” on one row — pick one spelling and hold to it.)
4. Supply value, VAT (=ROUND(H24*0.1,0)) and total payable are automatic. Mixing VAT-exempt items means editing that VAT line, which is what rule 3 on the rules sheet asks for.
5. Fill in payment method, payment due date, account holder, bank and account number, then tick the delegated authority box: Team lead, Dept. head or CEO. Note that the authority table on the rules sheet has four bands — it adds Finance executive for KRW 10m to 50m — which the three-box row cannot express.
6. Copy the finished request into rows 11-20 of the Request log: request number, date, account, purpose, total payable, evidence type, status and payment date.

Worked examples

• Operating costs, six genuine MFP toner cartridges at KRW 128,000 gives 768,000, which flows into the supply value total.
• Leaving EX-2026-044 at In approval counts it in both the in-approval tally and the unpaid amount. Switch it to Paid and add the payment date once it is paid.
• A request bounced for missing evidence stays at Returned – EX-2026-046 in the sample – with a note saying what is missing.

How the formulas work

• Amount =E15*G15, supply value =SUM(H15:H23), VAT =ROUND(H24*0.1,0), total payable =H24+H25, net payable =H26.
• The log summary uses three COUNTIFs on status — “In approval”, “Paid”, “Returned” — plus =COUNTA(B11:B20) for the total and =SUMIF(H11:H20,”<>Paid”,F11:F20) for the unpaid amount.
• So any status other than those three words leaves the three counts out of step with the total, while still landing in the unpaid amount.

Common mistakes

• Setting quantity to 1 and putting the whole amount in unit price. The maths works, but the unit price becomes meaningless and a partial return has nothing to refer to.
• Leaving net payable as =H26 on withholding-tax items such as fees for services. Tick the withholding tax box and compute the net payment separately.
• Adding entries below the log’s total row; the summary covers ten rows, 11 to 20.
• Filing the request and never copying it to the log, which understates the unpaid amount and breaks the cash plan.