You can record an expense using the Report Asset button on the following Cards, where the functionality is identical:
- Main Card
- Case Card
- Client Card
- User Card
In this article, we will record an expense on the Main Card.
Click the Report Asset button.
The following dialog will appear, click the Expense button.
Click the Select a Case... drop-down dialog and the list of all your ongoing Cases will appear.
You can search for the Case you want by scrolling through the list or type in the field using the following information:
- Case Name
- Case Number
- Client Name
- Client Number
When searching for a Case using the Client Name or Client Number, you may see all ongoing Cases for that Client, even if you are not a Case Participant. These cases will be labeled as 'Not Part Of' on the right-hand side.
Although you can select the Case you are not a part of and record expense into it, please note that you will need to wait for the expense to be approved before you can access the Case as a Case Participant.
Select the Case you want once it appears on the list.
After selecting the Case, you have the option to open it in a new tab by clicking on the 'Arrow'-icon, or proceed to the next step.
Click the Select Activity Type... drop-down dialog.
Scroll through the list or search for a specific activity type you want by typing its name in the field.
After selecting an activity type, if it already has a default description, it will be automatically entered in the field. If there is no default description or if you want to change it, you can click on the field and type in your desired description.
The current date is already pre-selected by default. If you need to record expense for a past date, click on the Calendar field and select the date you want.
Fill in the following information:
1. Expense Value
Here is where you can enter the amount of the expense.
2. Expense VAT
Here is where you can define whether the expense includes or excludes VAT.
- Inc. VAT
Select this option if the expense value includes VAT.
- Excl. VAT
Select this option if the expense value excludes VAT.
Here is where you can define the currency for the expense. The default currency is set in the Control Panel.
4. VAT percentage
Here is where you can define the VAT percentage for the expense. The default VAT percentage is set in the Control Panel.
5. VAT is...
Here is where you can define whether the expense VAT is billed or deducted.
Select this option if the VAT is deducted.
Select this option if the VAT is billed.
6. Verification Number
Here is where you can enter the verification number for the expense.
7. Expense is Billable
This option is pre-selected by default. Deselect it if the expense is not billable.
8. Expense is Exempted from Outgoing VAT
Select this option if the expense is exempt from outgoing VAT.
If the Case has multiple payers, you have the option to select the payer responsible for the expense or proceed to the next step, leaving the expense shared among all payers.
10. Drag 'n' drop Receipt or Invoice to Upload
Here is where you can attach receipts or invoices to the expense. Once the expense has been reported, users can download the attachments in the Expense-view.
If you have 'Assistant'-role, as in the article, you will have access to an additional field that allows you to report expense on behalf of other Users.
For more information about reporting expense on behalf of other users, click here.
Click the Register button if you want to continue recording more expenses. Please note that the Register button will keep the Case and activity type selected, but the rest will be cleared.
Or click the Register & Close button and you are done.