Enter Expenses

The Expenses view allows you to enter and submit expenses for purchases or costs incurred against a project. Once submitted (and approved), expenses are saved in the database and are available for reimbursement, project cost reporting, analysis and billing.

 

In the expense entry view, expenses are organized by sheets. Each expense must belong to a sheet.

 

See Enter Mileage to learn how to enter mileage or other 'rate-based' expenses.

To enter an expense:

1. From My Expenses (My Entries > My Expenses).

2. Click the Active Sheets tab in the upper left corner.

 

If entering an expense for an existing expense sheet:

3a.  Select the sheet from the Active sheets drop-down list and go to step 4.
 

If entering an expense for a new expense sheet:

3a.  Click the New sheet button.

3b.  Today's date is automatically entered as the Sheet name. You may want to modify the Sheet name to be more specific.

4. Click in an empty row (the row with the plus symbol + at the far left).

5. (Optional) Click the ... icon in the Attachment column to attach a file to this expense. Most image file types can be uploaded, but some restrictions are enforced for security reasons. The maximum file size is 8MB. Once attached, you can click on the icon again to view, delete or re-attach the file. Holding your mouse over the icon displays the attached file's name.

6. (Optional) Modify the expense date by clicking in the date cell and then clicking the calendar button

7. Select a Project for the expense.

8. (Optional) Select an Expense CategoryExpense Categories are used to identify the type of expense or to group similar type expenses. from the drop-down list.

9. Enter the amount for the expense. If available, select the currency used to pay for the expense. The exchange rate used to calculate the Converted Amount is determined by your administrator. The currency used for the Reimbursable and Sheet totals is also determined by your administrator.

10. (Optional) Select if this expense is reimbursable.

11. (Optional) Enter a description for this expense (up to 4000 characters).

 

The following optional columns may appear within the expense entry grid. These can be displayed or hidden using the Show/Hide column - click the ellipsis button.

1. • Enter a Reference number.

   • Enter a Purchase Order number.

   • Select BillableThe default setting displayed for the Billable checkbox changes depending on the project selected. if the expense is billable.

   • Enter the Markup PercentageThe Markup Percentage is multiplied by the Amount and added to the Fixed Amount to determine the Client Cost. Example: "(Amount * Markup%) + Fixed Amount" for the expense.

   • Enter the Fixed AmountThe Fixed Amount is added to expense amount to determine the Client Cost. Example: "(Amount * Markup) + Fixed Amount" if necessary. Select a currency for this amount when applicable.

   • Enter Value Added Tax 1andValue Added Tax 2The Value Added Tax fields are used for expense reporting only. They are not used in calculating Client or Company costs.  information for your location if required. The currency applied to the Tax fields is linked to the currency selected when entering the Amount value and cannot be modified.

   • Client Cost: A non-editable field showing the client cost for the expense: (Amount x Markup %) + Fixed Amount. The currency used for client costs is determined by the project's properties.

 

Custom Fields: Any required custom fields created by your manager automatically appear in the grid. Non-required custom fields can be added to the grid using the Show/Hide column function.

 

Notes: Expense attachment: To view an attached file, the software required to open the file format must exist on your computer (PDF reader, Excel, etc.). The Quantity field is only available when a rate-based expense category is selected. The Sheet total displayed above the grid shows the total for all expense entries within the sheet. The Sheet total does not include any markup, fixed costs or taxes. The Reimbursable total displayed above the grid shows the total for the expense entries that have been checked as reimbursable within the sheet. The Reimbursable total does not include any markup, fixed costs or taxes. Expense entries having an amount = 0 are displayed in the expense entry screen. However, if the expense entry is not billable, it will be removed from the expense sheet when the sheet is submitted for approval. If the expense entry is billable and a fixed cost is applied, the expense will be submitted if the amount = 0. If the expense has an attachment, it will also be submitted if the amount = 0. The Project drop-down list includes only those projects to which you are assigned. Certain custom fields may be disabled depending on the expense category selected. The date and currency formats are based on the regional settings, either in personal settings if available, or set by your administrator.

 

Tips: An unsubmitted or rejected expense can be moved to another sheet by selecting the expense row and selecting the Move expense option (from the ellipsis button ... ). Expense entry columns can be hidden using the Show/Hide columns function. Delete an expense entry by selecting the row and clicking the delete row option from the ellipsis (...) button. Delete the entire expense sheet by clicking the delete sheet option from the ellipsis (...) button.