Expense items can be recorded as a standard expense on the job, or a timesheet expense which is reimbursable to an employee.
There are two types of expenses:
standard expense, for things like parking or tip fees.
timesheet expense, for things like site allowances or fuel allowances (to be paid to the employee in their pay).
Any user can view their own timesheets and enter their own expenses. Users in the Supervisor and Management Permission Groups can also view timesheets for other users and enter expenses on their behalf.
For custom permission groups, Site Administrators can set visibility via Permission Groups > Users > Filters > Current User and Permission Groups > Timesheets > Fields > Users > View.
To record an expense, from any of the two above areas, tap and choose the relevant option as described below.
Alternatively, if you want to quickly add an expense to your task without first viewing existing ones, you can also use the Task shortcuts > Add Expense to access these same options.
Tap Standard Expense.
Enter Expense name or description.
Enter a Cost (Excl.) value.
- The Total Cost (Incl.) value will calculate based on the selected Tax code. You can select a different tax code if required. - Admin users have the option to enter an estimated Sell (Excl.)value that may be included on the invoice.
Confirm or change the Date of the expense.
Explanation of all fields
Name/Description of expense.
The cost of the item exclusive of GST.
The sell price of the item exclusive of GST (optional).
Timesheet expenses can also be added via Main Menu > Timesheet > Exp. > Create Expense Entry. See Add Timesheet Expenses for more information.
Select a Timesheet Expense from the dropdown list.
This list of timesheet expenses is configured by your Site Administrator. See Site Admin - Overheads for more information.
Enter a Note (optional).
Enter the Quantity of items, or use the (plus) and (minus) buttons to increase or decrease the quantity.
Confirm or edit your Cost and Sell Rates.
Confirm or change the Date the expense was incurred.
Additional fields available to Admin users only
If you're a Management user, you will see additional fields that allow you to enter a Total Cost (Incl.) value, i.e. total receipt value. The Cost (Excl.) value will back calculate based on the selected Tax code.
Management users also have the option to enter an estimated Sell Rate and/or Sell (Excl.) value for invoicing purposes.
Timesheet expenses can only be added or edited if the user's daily or weekly timesheet has not yet been approved/signed off. If you need to add or edit a timesheet expense after timesheet approval, the approval must be reversed. See Add Timesheets for more information.
Explanation of all fields
Select a user this timesheet expense is for, if not for yourself.
Select the type of timesheet expense, e.g. fuel allowance or on-call allowance.
An optional note.
Enter or select a quantity.
The set cost rate of the expense.
The set sell rate of the expense.
The cost of the expense (Cost Rate x Quantity), exclusive of GST.
The sell price of the expense (Sell Rate x Quantity), exclusive of GST.