The screen allows you to create a new expense entry or edit the existing expense entries. To navigate among the expense entries available in the grid, use Previous/Next button. Based on the criteria set in the key fields, data will be displayed.
Key fields are carried from the Expense Log List screen.
Data Entry Fields
These are editable fields with drop-down lists provided with them. Web Suite restricts you from editing fields like Cost, Units, etc. if that expense entry is linked to a check.
Date: (required)
Date of the new expense entry, or a previously recorded entry selected in the grid. Dates are automatically verified on entry. For instance, If you pick February 30th when recording a new expense entry, Web Suite will automatically fill your date field with Feb 29th. When entering a date, you can:
Accept the default date (today's date or the last date entered) according to the Calendar on the right. Select the month, day and four-digit year from the drop-down lists
Click - (Previous Day), + (Next Day) or Today (current date) to select the desired date.
Project/Employee/Vendor: (required)
Select the project, employee or vendor related to the expense entry.
The ID that displays in this field is dependent upon the View By filter option selected on the Expense Log List screen. If Employee or Vendor is selected, the ID of the project for which the expenses are incurred and to which the employee's work is being charged displays in this field. The employee or vendor performing the task is identified in the read-only key field above. If Project was selected, this field shows the ID of the employee or vendor who incurs some expenditure on it.
You cannot change the Employee/Vendor field for entries linked to vendor
bills.
Click the Filter. . . link to
apply filters the respective drop-down list for selective viewing. This
would depend on the option selected in the View
By field. On the Project/Employee Filter screen, select the check
box for the Project/Employee (or Vendor) records that you want to display
in the drop-down lists in the Expense Log screen.
Expense: (required)
ID for the expense incurred. Click 
to view a list
of Expense codes available. Click the list header to sort the list in
any order. The Expense ID and description is accompanied with tags
to indicate billable (B) and non-billable (NB) expenses.
Click the Filters. . . link to
apply filters to the expense drop-down for selective viewing. On the Expense
Filter screen, select the check box for the expense codes that you
want to display in the drop-down in the Expense Log screen.
Units:
Enter the number
of units for the expense entry. It will be multiplied by the per unit
Cost to determine the total Cost Amount. If the expense is not per unit
(that is it is a flat amount), skip the field. Web Suite defaults to "1".
You can enter integers or fractional units.
Cost:
The unit cost of the expense is brought forward from expense codes when the Expense ID is selected. You can change this value if desired. Although only two places of decimal might be displayed, more can be entered. For example, if you assign a per unit cost amount of .325 for mileage, that can be entered here and the cost amount and charge amount will be computed correctly. The default per unit cost can also be assigned with more than two places of decimal in Expense screen. If the expense is not per unit, enter the flat amount of the expense.
You can also enter negative expense entries. This can be done if you want to reduce the expense Charge Amount to be billed to the client, discount the expenses or for some other purpose. For example, you can have employees that incur expenses on projects, but have taken cash advances from the petty cash reserve to cover those expenses. They can enter all their expenses here and if need be, then subtract their cash advance to get to the amount that's owed to them.
Markup:
The default markup percentage is brought forward from Expense screen when the Expense ID is selected. You can change this percentage value if desired. The markup is added to the total cost amount.
Amount:
The total cost amount of the expense entry, after applying Markup and taxes (Tax 1/2/3). Per unit Cost is multiplied by the Units to compute the cost amount. To this value, the Markup and tax percentages are added to get the total Amount value. For example, if Cost Amount is $15, Markup is 10%, and Tax 1 is 8%, the Charge Amount is $17.82. This charge Amount of the expense entry is computed in case of billable entries only and by the following formula:
[Cost Amount x (1 + Markup)] x [1 + (Tax 1 + Tax 2 + Tax 3)]
Description: (required)
Up to 50 characters to describe the expense item. The field carries forward from the Expense Codes screen. Description can be edited to be more specific. Expense descriptions print on several standard invoice templates. Other templates include memos. Descriptions and memos also print on reports. For descriptions longer than 50 characters or if it is your company policy, use memo textbox.
Cost Amount:
The total cost amount of the expense entry before markup and taxes. The per unit cost is multiplied by the units to compute this value. This field reflects the currency value specified by you in the Company, Employee or Expense Log screen itself. It also shows the exact value of the cost amount if incurred in a foreign currency. By default, it displays the total at the bottom.
Cost Amount = Units x Cost Rate
Credit Card:
You must select a credit card from the drop-down list against which an expense entry is recorded. It displays the name of the credit card and the last four digits of the credit card number. Web Suite automatically creates an A/P entry for it in the Credit Card screen.
When you enter
expenses in Expense Log and specify a credit card for it, Web Suite
records this transaction automatically in the Credit Card screen.
This
option is only available in the Web Suite Enterprise and Professional
editions. You can also view this option in the evaluation mode.
Memo:
Enables you to edit or create a memo for the expense entry. Type your text and click Save button to save the memo. Click the Date/Time stamp icon to add current system date and time to your memo. Expense Log memos have no length restriction. When a memo is successfully recorded with an expense entry, the M field will read 'Yes' for that expense entry in the grid.
Show Memo on Invoices:
Checked, the expense entry memo will be displayed on the invoice of the project against which the expense entry is being recorded.
Show Memo on Notes:
Checked, the expense entry memo becomes a note of the project against which the expense entry is being recorded. It enables you to add a note of type Expense Log for the specific project. The note recorded here will not overwrite the existing one. Rather, it will be an additional one.
Reimbursable:
The check box indicates if the expense entry is reimbursable to the employee. The default reimbursable status is brought in from Expense screen but can be modified during entry. The ability to change the reimbursable status of an expense entry can be defined per user. A user must have the proper security permission to change the status.
Billable:
The check box indicates whether the expense entry is billable. The default billable status is brought in from Expense screen but can be modified during entry.
If the rule, Evaluate Time and Expense Billable Status based on value
of Billable Value is checked in the Global Settings-Time tab, the billable
expenses will be counted for contract amount evaluation or total amount
spent.
Flag 1/2/3:
Indicate that the expense entry is flagged. The flags can be used to track any characteristic of the expense entries that you want. Example: You can use a flag to mark expense entries that are tax deductible. Later you can print a report giving you a cost of all such expense entries by using the flag as a filter on the report. The label for the flags can be modified in Custom labels screen.
An expense entry evaluation is done when entries are made, where the Total
Amount Spent [(Hours x Bill Rate) + non-billable
expense amount] is compared to the Contract Amount. In the Expense Log
screen, the non-billable entries contribute toward the contract amount
spent. However, when the amount spent exceeds the contract amount, the
entry's bill status remains the same as entered even though the project
is over budget. You can continue to log billable and non-billable expenses
and manually change the status as desired. The billable expense entries
are computed as part of the contract amount only if specified in the project's
Billing Schedule.
When the Lock at Contract Amount
rule is applied to a Project, Web Suite
prevents all non-billable expense entries after the project has exceeded
the contract amount. When the amount spent exceeds the contract amount,
you are prompted accordingly. Only billable expense entries can be further
recorded for that project. This rule applies to any fixed-type project.
When Expenses Part of Contract
rule is applied in the Project Detail tab, then both billable and non-billable
expenses are added up in the contract amount.
When Evaluate Time and Expense Billable
Status based on Billable Value is checked in Global Settings-Time
& Expense panel, only billable expenses are added up in the contract
amount.
More
Country (Currency):
While entering expenses, you can specify a currency other than your default local/home currency (for example, $ USD). This can be used if you have incurred expenses in a foreign currency or want to bill your clients in a foreign currency. You can specify the foreign currency in this field. When you change the currency here, it gets reflected in the Cost, Cost Amount and Foreign Amount fields accordingly.
Example: You might have gone on a business trip to U.K. and paid for a taxi, meals, etc. in British Pounds. When you fill out your expense sheet in Web Suite, you can specify the foreign currency and amount per line item. Web Suite will automatically convert it to your home currency (dollars) and yet maintain the details of the currency in which the expense was actually incurred. Similarly, if your main office is in USA but your employee CJ is working in your U.K. office, you can specify the United States Dollar (USD) as your home currency in the Company screen but the British Pound as CJ's default currency in the Employee screen. Whenever CJ logs his expenses, they will be recorded in British Pound according to the multiplier specified (in Currency Manager or Expense Log). When other employees log their expenses, they will be recorded in USD.
You can also set a different home currency (default) in the Company
or Employee-Rate screen.
Multiplier:
This multiplier denotes the current exchange rate for the foreign currency. It is used to calculate the foreign currency amount of the expense. For example, it can be 0.7 for British Pound. If you enter a multiplier here, Web Suite accordingly re-calculates the Charge Amount in the home/local currency.
Example: If your main office is in USA but your employee CJ is working in your U.K. office, you can specify the United States Dollar (USD) as your home currency in the Company screen but the British Pound as CJ's default currency in the Employee screen. Whenever CJ logs his expenses, they will be recorded in British Pound according to the multiplier specified (in Currency Manager or here in Expense Log).
Foreign Amount:
This is the charge amount in a foreign currency. If you have incurred expenses in a foreign currency, you can specify that currency and multiplier to let Web Suite calculate the foreign amount and also convert it to the home/local currency (say in USD). This field reflects the currency value specified by you in the Company, Employee or Expense Log screen itself. It shows the exact value of the charge amount incurred in a foreign currency. For example, if you have set the Country (Currency) value to Indian Rupee, this field will show values in Rs.
Foreign Amount = Charge Amount x Currency Multiplier
Example: You might have gone on a business trip to India and paid for taxi, meals, etc. in Indian Rupee (INR). When you fill your expense sheet in Web Suite, you can specify the foreign currency and amount per line item. Web Suite will automatically convert it to your home currency (dollars) and yet maintain the details of the currency in which the expense was actually incurred. So CJ can record his expenses by specifying Indian Rupee as his foreign currency and a multiplier of 0.55 (for the day you record that expense).
Purchase Tax Rate:
This is the tax paid by the company on an expense item and is subtracted from the charge amount to avoid double-taxation for the client. It accepts percentage values by default but, if preferred, you can enter a dollar symbol with the amount and it will reverse calculate the tax percentage. Web Suite uses the purchase tax rate to segregate the actual cost and tax amount (Cost Amount = Net Cost Amount + Purchase Tax Rate.
Cost with Purchase Tax = Amount without Purchase Tax / (1 + Purchase Tax Rate / 100)
Cost Includes Purchase Tax:
Check this option if you include the purchase tax with the cost amount of the expense. For the sake of simplicity, Web Suite will reverse calculate the Purchase Tax so as to segregate the actual cost amount and tax applied. For example, if you have kept the rule checked and enter $110 as cost amount, Web Suite will split it into $100 as cost and $10 as Purchase Tax, provided the tax rate has been set to 10% in Expense Codes. However, if you don't check this option, you must enter cost excluding tax.
The default status of this check box is inherited from Global
Settings-Taxes panel.
Income Account:
The income account associated with an expense and brought forward from the Expense screen. However, you can change it here. Assigning income/expense accounts to a particular expense helps keep track of the account information, and generate profit and loss and other such reports. It is required for data integration with your accounting software.
Expense Account:
The expense account associated with an expense and brought forward from the Expense screen. However, you can change it here. Assigning income/expense accounts to a particular expense helps keep track of the account information, and generate profit and loss and other such reports. It is required for data integration with your accounting software.
Project Name/Project ID:
Displays the name of the project for which an employee incurs expenses and company charges the related client for it. When you are viewing by employee or vendor and have checked the option View By Project Name, the field label changes to Project ID and displays the ID of the project instead of its name.
Class:
You can select a class here for an expense entry. If classes are assigned to projects, the related time and expense entries are also assigned the same class.
Classification:
This is the job classification or title of the timekeeper brought forward from the Employee screen. Web Suite allows you to record and bill expense entries along with the classification.
Paid Date:
Date the expense log entry is marked paid. When the Mark Paid check box is selected, it automatically fills the date with current system date. You can also select the date from the calendar drop-down or enter it manually.
Paid:
Indicates whether the employee or vendor has been paid for the reimbursable expense. If checked, will fill the Paid Date field with the system date. The ability to change the paid status of an expense entry can be defined per user.
Custom 1/2/3/4/5/6:
The custom fields enable you to record additional information about an expense entry. Each custom field holds up to 50 characters. If you pre-define custom fields for the expense code in the Expense Codes screen, Web Suite automatically inserts it here. Custom 1/2/3/4/5/6 labels and UI can be changed in the Custom Labels screen.
Custom fields are available only in the Web Suite Pro and Enterprise editions.
Tax 1/2/3:
The taxes will be brought forward according to what default tax
rates are assigned in Expense but can be modified when the entry is made.
Web Suite sums Tax 1, Tax 2 and Tax 3 before computing the tax as part
of the Charge Amount. Tax field labels can be customized in the Custom
Labels screen.
You can
enter a tax amount instead of a percentage by prefixing the amount with
a dollar symbol.
Approved:
Approved expenses are included in Billing Review's project expense totals.
Approving an expense entry approves it for invoicing. It also prohibits
modification by a "limited" security level Web Suite user. Expense
entries can be made editable and automatically
approved upon entry by options in Global settings screen.
Submitted:
This check box indicates if the expense entry has been submitted to the supervisor/manager for approval. It is an editable field.
Billed:
The check box indicates whether the expense entry has already been billed or not. This status is retrieved from the Web Suite database. Billed records are non-editable by default.
Xtra:
Any expenses that are incurred beyond that specified in the contract should be marked as extra expenses. In addition, the check box gets automatically selected for billable expenses if the rule Expense Part of Contract is set to false (unchecked) in the Project-Details screen. For projects with extra expense, invoices can be generated to display the extra expense, enabling clients to see all the expenses that were used in the fulfillment of the contract.
However, if the rule Expense Part of Contract is checked for a project, the Xtra flag is unchecked by default for expense entries made against the project. When the contract amount is exhausted and you create an expense entry for the project, Web Suite prompts you that the entry will be marked as extra.
Invoice No:(Read Only)
If the expense has been billed, the processed invoice number is displayed here. This is reference information only. Only billed entries contain invoice numbers.
Check Number:
Checks written to employees for reimbursable expenses or to vendors for expense-related vendor bills. The check number is inherited from the Write Checks screen and is a non-editable field. You can, however, edit or enter a different check number manually from the Write Checks screen. If an expense has been paid with multiple checks, the number of the first check is displayed for reference.
Help:
Opens the Web Suite Help in the Expense Log Details section.
Workflow:
Opens the Workflow screen that enables you to track submit-approve events related to all expense entries.
Attachments:
Click to open the Attachments screen wherein you can attach one or more files to the expense record. The attached files will be copied to the shared file attachment folder as specified by your Admin. You can preview the attachments linked to the billed expense entries even though you cannot add new ones or edit the entries.
Options:
On the button panel, click Options to show the below mentioned fields:
Filters (On/Off):
Turns on or off all the filters. Select the check box to apply the filters to the drop-downs.
Show Control Units:
If units have been allocated to you for a project, select this check box to display the assigned, used and remaining units while recording or viewing expense entries.
View by Project Name:
When this check box is selected, the system will display a list of project names that match the text you enter in the Project field. For example, if you type M in this field a list of project names beginning with that letter display. If this option is unchecked, the system will generate a list of projects with IDs that match the partial text entered in this field. This option is visible only when you have selected Employee or Vendor in View By.
Clear All:
Clears all the filters applied on the screen.
Save:
Saves the new expense entries or the changes made to any previously recorded expense entries.
New:
Click to make a new expense entry.
Return:
Closes this screen and takes you back to the Expense Log.
