Expenses Overview

The Expenses application enables users to easily record expenses incurred using a choice of convenient input methods. The most appropriate input method will depend on the type of work undertaken:

• Quick Entry enables a draft expense entry to be quickly recorded.
• Expenses shows a list of the all current expenses and allows expenses to be edited or new expenses to be created.
• Claims shows a list of expense claims. Existing draft expenses can be attached to a claim or new expenses created.

• Approval allows a user who is designated as an expense claim approver to review list of expense claims that are awaiting their approval. Individual expenses can be reviewed and either approved or declined.

• Expense Manager allows a user who is designated as an Expense Manager to manage claim data when there is an issue i.e. the nominated approver is unexpectedly absent or is suspended, but still has claims awaiting approval in their in tray. NOTE The Expense Manager option shows ALL expense claims for all users.

• Claim Types Claims can be grouped into different types of expenditure, e.g. Reimbursement, Credit Card, Petty Cash.

• Expense Types (e.g. Food, Hotels, Mileage) can be defined, each with differing entry rules and tax rates.

• Offline Expenses can be entered while your device is offline (subject to your offline data being refreshed).

Expenses can be recorded against Dimensions, e.g. Customer, Project, Phase to aid later analysis.

Expenses are attached to claims which are submitted for approval. Submitted claims are reviewed by a manager and either approved or declined. The manager may also comment on an expense, e.g. to request further information.

A photograph of an expense receipt can be snapped using the devices camera or attached later when convenient. This negates the risk of losing paperwork and allows everything to be submitted digitally and on time.

Reporting

Several flexible reports are available in the Report Manager that enable expenses data to be analysed in various ways. If required, report output can be exported to an Excel spreadsheet or CSV file, for further analysis or import into an external system.

Expense Status

At any time an expense will have one the following statuses:

• Draft: The expense is not current attached to a claim and is visible only to the user.
• Pending: The expense has been added to an expense claim.
• Submitted: The expense has been submitted for approval.
• Approved: The expense has been approved.
• Declined: The expense has been declined.