Simple Expense Log

The following provides details on the fields and options on the Simple Expense Log screen.

 Security permissions will determine who can enter, edit, tag entries as reimbursable and paid, and more. Web Suite restricts you from editing fields like Cost, Units, etc. if that expense entry is linked to a check.

Key Fields

View By:

Expense Entry can be viewed by Employee or Vendor. Select any option from the drop-down list in this field. If you choose Employee, expenses can be entered for one employee on multiple projects. Typically, expenses are entered by an employee in "View By: Employee" mode. This field affects the records being displayed in the grid below.

Employee/Vendor:

Depending on what is selected in the View By field, Employee/ Vendor is displayed. Select the desired Employee/ Vendor ID from the list provided. An employee/vendor, who is permitted to access the Time and Expense screens only, upon logging in as a Web Suite user will find this field pre-filled. In addition, this field is unavailable and non-editable.

Period Including:

Enter any date within the period you want to display. You can select the date from the drop-down calendar. You can also use - (Previous Day), + (Next Day) to decrement or increment the date by one day or Today to select the current date. The Period Including field does not restrict the dates you will assign to the new expense entries.

Amount:

If this option is chosen, expenses will be entered in the grid as amount itself. The number of units is taken as 1.

Units:

When this option is chosen, expenses incurred will be entered in the grid as units and the cost of the respective expenses will be taken from the Expense screen.

More Filters:

Select from this drop-down list to display selective expense entries, say those which are submitted, approved, unapproved, billable, billed, reimbursable, those associated with vendor bills, etc. Click Refresh to apply the selected filters.

Previous/Next:

These navigation buttons enable you to view the previous or next week's expense entries based on the week that is selected in the Period Including date field. 

Simple Expense Log Grid

The grid to record expense entries shows the following columns:

Project ID:

Enter the ID of the project for which you are recording the Expense Entry. A list has been provided for your ease.

Expense ID:

Enter the ID of the expense for which you are recording the Expense Entry. A list has been provided for your ease.

Description:

The Description of the expense is brought forward simultaneously as you enter the ID.

Sun. . .Sat:

Enter the units, the employee worked from Sunday to Saturday.

Total:

The expenses entered for the whole week are automatically summed and displayed against each row. Whereas, the expenses entered per day are summed up and displayed against each column.

New:

Enables you to make a new expense entry. It displays the data entry fields above.

Simple Expense Log Button Panel

Help:

Opens the Web Suite Help for Simple Expense Log.

Print:

The drop-down displays a list of in-context reports. You can print, preview or cancel the reports from here.

Attachments:

Displays for those expense records that have files attached to them. You can click on it to open the Attachments screen, which allows you to add new files or links to a selected expense record.

Options

Click to show the fields mentioned below:

Filters (On/Off):

Turns on/off all filters set in the Filter screens. Check this option to apply filters to the drop-downs.

Show Memo:

Check to record or view the memo for a specific expense entry. The memo box appears after you click inside any box from Sun to Sat. It enables you to create or edit memo for the expense records. Use the options included with the memo to flag the entered time as Billable, Approved, Paid, Xtra (extra expenses), and Reimbursable (to the employee). You can specify that an Amount Includes Purchase Tax. The Billed check box cannot be edited.

When the cursor is inside the cell, using the Ctrl + M shortcut keys checks the Show Memo option (if it is unchecked) and opens the Memo box. Using the ESC key hides the Memo box and un-checks the Show Memo option, moving the focus back to the cell.

The default status of Amount Includes Purchase Tax check box is inherited from the Expense Cost Includes Purchase Tax option in Global Settings-Taxes panel.

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.

Memo on Journal:

Checked, the expense entry memo becomes the journal note of the project against which the expense entry is being recorded. It allows you to add a journal note of type, Expense Entry for the specific project. The journal note recorded in this screen will not overwrite the existing one. Rather, it will be an additional one.

View by Project Name:

Mark the check box to select the project by name rather than its ID in the Project ID field.

Show Totals:

Mark the check box to view the below mentioned fields. Based on the selection made in the key fields, their value varies accordingly.

1. • Billable Units: Number of expenses incurred, which are charged to a client.

   • Billable Amount: Amount charged due to billable expenses. It is calculated as,
     (Number of billable units X Cost Amount).

   • Non-Billable Units: Number of expenses incurred, which are not charged to a client.

   • Non-Billable Amount: Amount charged due to non-billable expenses. It is calculated as,
     (Number of non-billable units X Cost Amount).

   • Total Units: Total number of expenses (Billable + Non-Billable) incurred. It is calculated as,
     (Billable Units + Non-Billable Units).

   • Total Cost Amount: Total amount charged due to expenses (Billable + Non-Billable). It is calculated as,
     (Number of billable units X Cost Amount) + (Number of non-billable units X Cost Amount)
     
     The Show Totals option gets disabled on checking Do Not Show Totals rule in Global Settings-Time & Expense tab.

Show Weekends:

This option allows you to show or hide weekends. Click this if you want to include the weekend days (Sat and Sun.).

Show Control Units:

Select this option to display the allocated units. It provides information about the units assigned to you, units used and left.

Filters:

Selecting this option displays Employee Filters screen. Selecting any data on Employee Filter screen will limit the data displayed in the drop-down lists and grids on the Simple Expense Log screen.

Clear Blank Rows:

Web Suite remembers the previously used projects and displays them on the screen. Select this option to clear the screen of all values.

Submit All:

Opens the Submit-Approve screen that enables you to submit the entries for approval using various options. It will submit all those expense entries that are currently visible in the grid.

Save:

Saves new expense entries in the database. Before logging out you must save the data to commit the changes. Save button is enabled only when you are entering a new expense entry.

Refresh:

Clicked, the grid will be filled with expense entries based on the selections made in the previous fields.