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Record Expenses on a Task

Learn how to record expenses on a task in AroFlo Field

Updated on April 17th, 2024

Table of Contents

Standard Expense Timesheet Expense Upload documents / photos to expenses Delete expense entries

View expenses incurred on a job by tapping:

  • Expenses in the Job Costs Overview, or
  • Items tab >  Expense

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).

Permission Groups

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.

Custom permissions

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.

Feature Access settings

How expense items are displayed once added depends on your Material and Expense visibility set within your Feature Access Settings, e.g. whether or not prices are showing.

 
 

 

Standard Expense

  1. Tap Standard Expense.
  2. Enter Expense name or description.
  3. 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.

     
  4. Confirm or change the Date of the expense.
  5. Save.

 Explanation of all fields

Field
 
Description
 
Expense Name/Description of expense.
Cost (Excl.) The cost of the item exclusive of GST.
Sell (Excl.) The sell price of the item exclusive of GST (optional).
Tax Select a tax code (optional).
Total Cost (Incl.) The cost of the item inclusive of GST.
Date The date the expense was recorded on the task (defaults to today's date).
Tracking Centre Select a Tracking Centre (optional).
 

 

Timesheet Expense

  1. Tap Timesheet Expense. 

    Timesheet expenses can also be added via Main Menu > Timesheet > Exp. > Create Expense Entry. See Add Timesheet Expenses for more information.

     
  2. 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.

     
  3. Enter a Note (optional).
  4. Enter the Quantity of items, or use the (plus) and (minus) buttons to increase or decrease the quantity.
  5. Confirm or edit your Cost and Sell Rates.
  6. Confirm or change the Date the expense was incurred.
  7. Save.

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

Field
 
Description
 
User Select the users this timesheet expense is for, if not for yourself.
Timesheet Expense Select the type of timesheet expense, e.g. fuel allowance or on-call allowance.
Note An optional note.
Quantity Enter or select a quantity.
Cost Rate The set cost rate of the expense.
Sell Rate The set sell rate of the expense.
Cost (Excl.) The cost of the expense (Cost Rate x Quantity), exclusive of GST.
Sell (Excl.) The sell price of the expense (Sell Rate x Quantity), exclusive of GST.
Tax Select a tax code (optional).
Total Cost (Incl.) Total cost of the item (Cost (Excl.) x tax code), inclusive of GST
Date The date the expense was recorded on the task (defaults to today's date)
Tracking Centre Select a Tracking Centre (optional).
 

 

Upload documents / photos to expenses

Expense records will be listed in the expenses section.

 

You can upload supporting documentation such as a photo of a receipt to the expense at any time.

  1. Tap an expense to display the expense details on the expense.
  2. Tap Documents & Photos.
  3. Tap the green plus button >
    1. Upload Files to upload a file from your device, or
    2. Take Photo
  4. Save.

Tap < at the top left to return to the expenses list.

 

 

Delete expense entries

Users in the Worker permission group can only delete expense that they have entered, while Management users can delete all expenses.

 

To delete an expense, tap (red rubbish bin) > Delete.

A Worker cannot delete timesheet expense entries once their daily or weekly timesheet has been approved/signed off.

 

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