> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizbone.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Purchase Expense Request

> Report the actual cost of a purchase made under an approved Purchase Authorization and request reimbursement of the balance after any advance.

A Purchase Expense request reports what a purchase actually cost after an approved [Purchase Authorization](/erp/requests/purchase-authorization). Any advance payment is subtracted to calculate your reimbursement. After you submit it, the request follows the configured approval workflow before being approved, rejected, or returned for revision.

## Create a Purchase Expense Request

### Prerequisites

Before submitting a Purchase Expense request:

* You must have an active employee account.
* You must have an approved [Purchase Authorization](/erp/requests/purchase-authorization) request.
* Have your receipts ready.

<Steps>
  <Step title="Navigate to Requests Module.">
    <Frame>
      <img src="https://mintcdn.com/bizbone/w_Ec7HMMIakbaVFF/images/RQ-Nav.png?fit=max&auto=format&n=w_Ec7HMMIakbaVFF&q=85&s=d63df729a01c85604b3c8b4aaaaa39d8" alt="RQ Nav" width="2178" height="1040" data-path="images/RQ-Nav.png" />
    </Frame>
  </Step>

  <Step title="Click Add Request.">
    <Frame>
      <img src="https://mintcdn.com/bizbone/w_Ec7HMMIakbaVFF/images/RQ-Add.png?fit=max&auto=format&n=w_Ec7HMMIakbaVFF&q=85&s=1579b8acf59755f64870e77afba1545d" alt="RQ Add" width="2178" height="660" data-path="images/RQ-Add.png" />
    </Frame>
  </Step>

  <Step title="Select Purchase Expense as the request type.">
    <Frame>
      <img src="https://mintcdn.com/bizbone/5KmSWfWUNVOY1tb9/images/RQ-PE-Type.png?fit=max&auto=format&n=5KmSWfWUNVOY1tb9&q=85&s=f764084a8b8acca6b759ae957876ae97" alt="RQ PE Type" width="2064" height="594" data-path="images/RQ-PE-Type.png" />
    </Frame>
  </Step>

  <Step title="Complete the required information.">
    <Frame>
      <img src="https://mintcdn.com/bizbone/5KmSWfWUNVOY1tb9/images/RQ-PE-Form-1.png?fit=max&auto=format&n=5KmSWfWUNVOY1tb9&q=85&s=d0d35e74733062a74f5a126c2633b67c" alt="RQ PE Form 1" width="2064" height="1784" data-path="images/RQ-PE-Form-1.png" />
    </Frame>

    ### Request Information

    | Field       | Description                                             | Required | Example                                                                       |
    | :---------- | :------------------------------------------------------ | :------- | :---------------------------------------------------------------------------- |
    | Subject     | A short title describing the request.                   | ✓        | Purchase Expense - Laptop                                                     |
    | Due Date    | The expected completion or review date for the request. | ✓        | October 9, 2026                                                               |
    | Priority    | Indicates the urgency of the request.                   | ✓        | Medium                                                                        |
    | Description | Additional details or reason for the request.           |          | Submitting the actual cost of the approved laptop purchase for reimbursement. |

    <Frame>
      <img src="https://mintcdn.com/bizbone/5KmSWfWUNVOY1tb9/images/RQ-PE-Form-2.png?fit=max&auto=format&n=5KmSWfWUNVOY1tb9&q=85&s=852fe779a1a68efad91139e41d1c9faf" alt="RQ PE Form 2" width="2064" height="1784" data-path="images/RQ-PE-Form-2.png" />
    </Frame>

    ### Purchase Expense

    Selecting a Purchase Request fills in the charge code and the items from the authorization. Update the items to match what you actually paid.

    | Field                               | Description                                          | Required | Example              |
    | :---------------------------------- | :--------------------------------------------------- | :------- | :------------------- |
    | Purchase Request                    | Approved Purchase Authorization this expense is for. | ✓        | \[PR-2026-000062]    |
    | Charge Code Type / Charge Code Name | Charge code from the Purchase Authorization.         | Auto     | Program / Samsung    |
    | Description / Quantity / Unit Price | Items purchased. Select **Add** to add a line.       |          | Macbook, 1, \$500.00 |
    | Estimated Cost                      | Quantity multiplied by Unit Price.                   | Auto     | \$500.00             |
    | Subtotal                            | Sum of all item costs.                               | Auto     | \$500.00             |
    | Shipping                            | Actual shipping cost.                                |          | \$20.00              |
    | Sales Tax                           | Sales tax rate (%) and amount.                       |          | 10% (\$50.00)        |
    | Total Expenses                      | Subtotal plus shipping and sales tax.                | Auto     | \$570.00             |
    | Advance Amount                      | Advance paid under the Purchase Authorization.       | Auto     | \$114.00             |
    | Total Reimbursement                 | Total Expenses minus the Advance Amount.             | Auto     | \$456.00             |
  </Step>

  <Step title="Click Add to send the request for approval.">
    <Frame>
      <img src="https://mintcdn.com/bizbone/5KmSWfWUNVOY1tb9/images/RQ-PE-Add.png?fit=max&auto=format&n=5KmSWfWUNVOY1tb9&q=85&s=202d7ef0472fb484542e4b10cc46b84a" alt="RQ PE Add" width="2064" height="416" data-path="images/RQ-PE-Add.png" />
    </Frame>
  </Step>
</Steps>

<Info>
  After a Purchase Expense is approved, the journal entry must be created and posted separately through **Accounting > Transaction >** [Journal Entry](/erp/accounting/journal-entry).
</Info>

## Review a Purchase Expense Request

To review a submitted Purchase Expense request and approve, reject, or discard it, see **Accounting >** [Request](/erp/accounting/request).

## Manage the Purchase Expense Business Process

To manage the workflow for Purchase Expense requests, see **Admin > Business Processes >** [Business Processes Overview](/erp/admin/business-process-overview).