Specific information is entered for each expense,
including category, the job number and task, a
description, and cost. The category is completely
user-defined, and the description for each expense
can be as long as needed to explain how the money
was spent. Daily Expense Reports are approved for
reimbursement in the Expense Reports window.
You don't have to add all of your daily expenses
at once or as they are incurred so you can easily
keep track of the reimbursable expenses you've paid
for out of your own pocket.
The My Expense Reports page is the electronic
equivalent of a paper expense report. Instead of
filling out a paper form for the accounting department,
each staff member will enter his or her own expenses
for travel, office supplies, postage, and more
into this page. The expenses are then saved directly
into the accounting system where they wait for
management approval.
Approving an expense report posts the expenses
to jobs and tasks and prepares the optional reimbursement.
You can only enter your own expense reports. (It's
not possible, for example, for a receptionist to
enter several employee's expense reports). This
helps ensure that you are accountable for expense
reports entered in your name.
To enter your daily expense report
1 Choose My > My Expense Report
The My Daily Expense Report page opens, prompting
you to enter the individual expenses.
2 Enter expense's date, category,
job, task, description, and net cost amount.
Expense entries are grouped together by category.
There is no predefined set of categories, so any
kind of category can be used here. Categories have
no affect on job costing or accounting. Instead,
the category is simply used to sub-total similar
kinds of expenses together on expense summaries.
The category name appears on job cost reports in
the Vendor column.
The job and task are optional, although they are
needed for tracking job costs. If the expense was
incurred for a client job, be sure to enter a job
and task. If the expense was incurred for the agency,
enter the word NONE; instead of a job number and
leave the task blank.
The description field is optional, but it useful
for documentation expenses for management as well
as for clients. It appears on costs reports.
The cost is what you paid for the expense. It
should include sales tax and any delivery or extra
charges, and should match the total on your receipt
for better accountability and easier auditing.
It is not the billable amount that will be eventually
billed to the client, which will be calculated
automatically when the expense report is saved.
3 Click Save.
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