Quick Entry

The Quick Entry option enables the user to quickly record a single expense entry. When the option is selected, the Claim Type and Expense Type will be requested automatically (although these can later be changed if required). Once saved, the expense entry will appear in your Current expenses list as a Draft expense from where it can be amended and added to a claim.

Expense Claim Type

Select Claim Type for this expense. Expense Claim Type

Expense Type

Select Expense Type of this new expense. Expense Expense Type

Expense Detail

expenses_entry_basic

Claim Type

Use the icon the choose the claim type for this expense entry.

Reference

A reference - for example a supplier receipt number.

Where From

Where the expense was incurred, i.e. a supplier. you can enter manually or use the icon to select recently entered values.

Attachments

Supporting documents (e.g. images or PDF invoices) attached to the expense. Depending on the type of expense, an attachment may be required before the expense can be submitted as part of a claim.

Expense Type

Use the icon to choose the type of expense. The type of expense chosen will determine things such as the default amount of the expense and the tax information.

What For

Specify item description or reason the expense was incurred. You may input any value or use the icon to choose from a list of recently entered values.

Date Incurred

The date that the expense was incurred. Defaults to the current date. Use the icon to display a calendar and pick a different date.

Quantity

The quantity of the item. If the amount is specified as a Unit Price, then the value of the expense will be calculated as the Quantity multiplied by the Amount.

Amount

The amount of the expense. This may be specified as a Unit Price or a Total Price and can either Include Tax or Exclude Tax. If required, use the icon to change these options:

Total Price – The amount entered is the total price.
Unit Price – The amount entered is the unit price. The total price is calculated as Amount multiplied by Quantity.
Price Includes Tax – The amount entered is the Gross amount and includes tax. The Net (tax exclusive) amount and Tax are calculated.
Price Excludes Tax – The amount entered is the Net amount and excludes tax. The Gross (tax inclusive) and Tax are calculated.

Net/Tax/Gross

The net (tax exclusive), tax amount and gross (tax inclusive). These are calculated figures.

Tax Section

expenses_entry_tax

Tax Reference

A tax reference for the expense, e.g. the supplier’s VAT Registration number.

Tax Amount

The amount of tax. This figure is calculated and normally should not need to be changed. However, on some occasions the calculated figure may not agree exactly with the figure printed on the supplier’s invoice due to differences in rounding calculations. In this case it is possible to override the calculated value by clicking the closed padlock icon, which will enable you to over-type the value. The closed padlock will change to an open padlock, indicating that the expense is using a manually entered tax amount. If you wish to reinstate the calculated amount, then click the open padlock icon to return it to a closed padlock.

Tax Rate

Use the icon to choose the tax rate.

Analysis Section

If you are using the Dimension tables in Duet you can enter the required information here. This may be information needed for Job Costing, Project Management etc.

expenses_entry_analysis

Tag

Use the icon to choose multiple tags to associate with this expense entry. If Tags are not in use by your organization, then this field will not appear.

Dimension 1 (e.g. ‘Customer’)

Use the icon to select the 1st dimension for this expense entry.

Dimension 2 (e.g. 'Project')

Use the icon to select the 2nd dimension for this expense entry. If Dimension 2 is not in use by your organization, then this field will not appear.

Dimension 3 (e.g. ‘Phase’)

Use the icon to select the 3rd dimension for this expense entry. If Dimension 3 is not in use by your organization, then this field will not appear.

Dimension 4 (e.g. ‘Task’)

Enter a value for the 4th Dimension for this expense entry. Alternatively, use the icon to select from a list of previously entered values. If Dimension 4 is not in use by your organization, then this field will not appear.

Dimension 5 (e.g. ‘Description’)

Enter a value for the 5th Dimension for this expense entry. Alternatively, use the icon to select from a list of previously entered values. If Dimension 5 is not in use by your organization, then this field will not appear.

Notes Section

expenses_entry_notes

The notes section may be used to enter any free-format notes regarding the expense entry.