An expense is a report that includes detailed info of the personal expenses spent on a certain topic (such as a business trip). Each expense report is linked to a project and date. An expense consists of one or more expense items. In the expense sheet, a user can add and edit individual expenses.
- Advance payment expense
- Copying an existing expense
- Expense and attachment as PDF format
- Expense items and foreign currencies
- Export an expense as PDF
- How I can delete the whole saved journey?
- Payment types of expense items
- Using the travel expense calculator
- VAT expense item types
- Why can't I report an Expense to a project?
- Why do all users get email notification from expense?
A summary of standard expense related workflows as follows:
- Workflow I: Reported > Accepted (Manager or Project manager) > Paid (Finance or Payroll)
- Workflow II: Reported > Inspected > Accepted (Manager or Project manager) > Paid (Finance or Payroll)
Customized workflows can be implemented case by case basis. Additional fees apply. More information: firstname.lastname@example.org.
When a user opens the expense sheet, the list view of expenses is shown. Sheet shows the current year's expenses by default. You may also apply your own filters.
If the expense is editable, you may click on the edit icon to open the form for editing the expense. Clicking on an expense's name opens the specified expense summary view. The Project column links to the project which the expense belongs to.
To create a new expense click on the "New expense" link in the tools section. To delete one or more expenses, select the check boxes and click on "Delete selected" in the tools section.
You can open an expense summary view by clicking on an expense name in the list view. Opening can be done also after saving an expense in the form view. In the summary view all the details of expense and any expense items are visible.
To view the previous expense's summary in date order, click the '<' ("Next") button. To view the next expense, choose '>' ("Previous") button in the tools section.
You can export the summary view as a PDF by clicking on the "Export" icon button in the tools section.
| Category name
| Expense information
|| Lists the common fields for the expense.
Currency will be handled and reimbursed to the person reporting the expense.
|| The free text field for describing the expense in detail.
|| Lists the uploaded attachments for the expense.
| Expense items
|| Lists the expense items for the expense. If the expense item is not accepted and / or in invoicing you may click the 'Edit' or 'Delete' icons. To add a new expense item, click on the "New expense item" link in the tools section.
Original column shows the amount of expense with foreign currency.
|| Lists the total sums for the expense.
| Change history
|| Lists history for the expense based on its status.
|| Useful links for editing and viewing expenses are listed here.
Choosing 'New expense' opens the expense form comprised of the fields described below.
More detailed guide on entering expense items: Expense items and foreign currencies
| Field name
|| The name of the expense.
|| The project the expense is bind to.
|| The task in the selected project that the expense is bind to.
|| The status of the expense.
|| The general type of the expense.
| Billable status
|| The billable status of the expense. Billable expenses will be picked up to revenues.
|| This is inherited from your user currency and shows the currency in which you will be reimbursed
|| A free text field for describing the expense in detail.
| Field name
|| The start date (and optional time) of the expense item. This is a required field and toda'ys date is entered by default
|| The finish date and time of the expense item. (Optional)
|| The specific type of the expense item.
| Unit cost
|| The unit cost of the expense item.
|| Multiplies the unit cost for the total displayed in the summary.
|| The unit of the expense item, e.g. hour or pcs. (May be left empty')
|| Defines how the expense item was paid.
| Exchange rate
|| Only required, if the expense item currency is different to the expense currency.
|| A free text field for describing the expense item in detail.
Page: Copying an existing expense
Page: Expense and attachment as PDF format
Page: Expense items and foreign currencies
Page: Export an expense as PDF
Page: How I can delete the whole saved journey?
Page: Payment types of expense items
Page: Using the travel expense calculator
Page: VAT expense item types
Page: Why can't I report an Expense to a project?
Page: Why do all users get email notification from expense?