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Feature Guide - Job Costing (3.25MB)
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Expense Reports FAQs

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Users with access to expenses can see and approve employee daily expense reports from the Expense Reports window

The Expense Reports lets you find and review daily expense reports entered by the company’s employees. The window lets you see your own expense reports as well as those entered by other staff members. For each daily expense report you’ll see its expense entries, including category, job, task, cost amount, and description.

Expense reports must be approved by management. Any user with the cost access privileges to approve expense reports can approve them, which posts the cost amounts to jobs and tasks and prepare the expense report for reimbursement.

Once an expense report is approved it can be reimbursed. Reimbursing an expense report is handled in one of two ways, depending on whether the employee had an expense advance (see below).
When the Expense Reports window opens, it prompts you to find your daily expense report. To see today’s expense report, click the Find button. To find your expense report for a different day, enter the date into the “find expenses for” field then click the Find button. To find an employee’s expense report, enter the person’s initials and a date then click Find.

To see expense reports

1 Choose Accounting > Expense Reports

The Expense Reports window opens, displaying the last added expense report.



To add a new expense report

The My Daily Expense Reports window records all of your reimbursable out-of-pocket expenses, like tolls, client lunches, cab fares, or tips. 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. Click here for step-by-step instructions.

However, just as with time, where it can be entered via My > Daily Time Card (for the logged in staff member only) or via Accounting > Time Sheets (for any staff member), Expenses can also be added via Accounting > Expense Reports (for any staff member).  However, it's recommended that individual users enter their own time and expenses via the My menu windows.

To edit an expense item

An employee's expense entry can be edited (to fix an error, for example, or to recode the expense differently) by double-clicking on the expense entry. Anyone who has access privileges to expense reports can edit expense entries, regardless of who actually added it. Click here for step-by-step instructions.

To remove an expense item

1 Find an expense report you wish to edit, using the previous day or next day button.

2 Select the item in the expense report by clicking on it.

3 Click the remove button.

4 An alert will appear asking if you wish to remove this expense item.

To delete an expense report

1 Find the expense report you wish to delete, using the previous day or next day button.

2 Click the delete button.

3 An alert will appear asking if you wish to delete this expense report.

To approve an expense report

1 Find an expense report, using the previous day or next day button.

2 Click the approve button.

3 An alert will appear asking if you wish to approve this expense report.

To reimburse employees for expenses

If you have the access privileges to write checks for employee expense advances and reimbursements, you can reimburse an employee for his or her expense report. Reimbursements are handled in one of two ways, depending on whether the employee got an expense advance or not. If the employee got an advance, the expense report's total is applied against the advance. Click here for step-by-step instructions.