Entering Expenses

Location:

Time & Expenses > My Expenses

Access Right:

Staff Expenses Entry > Enter Expenses in Timesheets and/or

Staff Expenses Entry > Enter Mileage in Timesheets

 

Purpose

This option provides access to all your expenses. Within this grid you can view expenses that have been paid, not yet paid, their status.

There are also button to create new expense claims and edit or delete existing expense claims.

 

Operation

The grid contains a list of your expenses for the date range chosen.

Item

Description

No

The unique expense number

Date

The date the expense was incurred

Status

Defines the approval status of the expense:

Entered

The expense has been entered ready for the approver to review and approve/reject.

Approved

The expense has been approved. It will no longer be editable.

Rejected

(by Approver)

The expense has been rejected and either needs amending or deleting. The approver should have entered a Query Reason outlining why the expense has been rejected.

Invoiced

The expense has been processed and invoiced to the client.

Flag

The flag column highlights expenses that require additional attention. A flag is shown if the expense has been queried or flagged by one of the system checks.

Red Flag

The expense infringes company policy and requires further scrutiny

Purple Flag

The expense has been queried by the checker or rejected by the approver

White Flag

The expense was queried but has since been justified

Project

The Project ID the expense was booked against.

Title

The Project title the expense was booked against.

Code

A concatenation of the Expense Type and Expense Code.

Description

A description of the expense i.e. Overnight stay at the ABC Inn.

Purpose

The descriptive text entered to explain the purpose of the expense i.e. Site Visit.

Miles

The number of miles recorded against the expense. This is blank for non mileage expense claims.

Amount

The value of the expense.

TIPTIP: There are additional columns available from the grid's btnCustomise option.

Rcpt (receipt)

If the expense has a receipt scanned in, a paper clip icon will appear in this column.

Chk (checked)

Y

Checked

N

Not checked

Q

Queried

Date Paid

The date the expense was paid. For more details on paying expenses refer to Paying Expenses

 

Button Functions

NoteNOTE: You will not be able to enter a new expense if your Timemaster Administrator has set the option.

Button

Function

New Expense

Creates a new expense claim.

Expense claims may also be created via the Timesheet grid menu options.

New Mileage

 

Creates a new mileage claim.

Mileage claims may also be created via the Timesheet grid menu options.

Print

Prints the contents of the grid as a formal expense claim

btnGridMenu

An individual menu appears within each line, containing a number of functions relevant to the line.

Edit

Opens the expense for editing or viewing.

Delete

Deletes the expense claim (only applicable if the expense is at Entered status).

Ditto Expense

Create an expense claim with the same project details

Ditto Mileage

Create a mileage claim with the same project details

 

Additional Information

Expenses can be automatically flagged by the system if they infringe certain rules. The rules are defined with in the setup procedures and will therefore vary depending on your company policy on expenses.

For more information on flagged expenses, see the Flagged and Queried Expenses section.

Expenses are purple flagged if they are queried by the expense checking routine or rejected by the approver. The flagging just highlights the expense to the attention of the owner.

 

 

Related Topics

Approving Expenses

Checking Expenses

Flagging and Querying Expenses

Expense Codes

Customising Grids

 

Any images shown may be representative of the previous version of Timemaster

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