Creating a New Expense Report

In this article we will learn to create new expense reports.

If you're not on it already lets navigate to the expenses tab located in the top navigation bar as highlighted below.

Anyone who has the proper permissions can create a new expense report including employees.

Navigate to and select the blue new expense report button in the top right to create a new expense report.

Once clicked, a new expense report prompt will present itself. Here you will be able to choose which employee is creating the new expense report, assign the report date, and provide a report title.

Once you have these entered go ahead and select the blue add new expense report button just under the fields.

Now you will be taken into the expense report you just created and you can adding your. Start on the right side filling in the start and end date of expense. These are the dates that the expense you are accounting for occurred. The next field is a description of your expense.

Next, select the project this expense is for and the scope element the expense applies to. If you already have an activity code assigned to that scope element it will auto select the activity code for you. You can always change it if you would like a different activity code.

Next are the memo field which allows you to select select non-chargeable items appropriate for the expense and to add any relevant notes (similar to the memo's in Time Sheet Entries).

Finally, enter the expense information the actual charges related to your expense. Start by selecting the category the expense falls under. The categories are created in the System Menu and new categories can be added in the system menu.

Select the UOM or "Unit of Measure relates" to indicated how the rate is measured, is it by day, hour, dollar etc. Then you will select the quantity of items to be billed and the amount the total expense cost. You can also add a Vendor related to the charge and a receipt by checking add receipt if you have one or if needed. You will be prompted to save the expense before uploading the receipts.

Now you have this information added, click the green save new expense button just below the fields you entered.

Now you will see your new expense added on the left. If you need to edit delete or copy it you can select the three dots to the right of your expense as highlighted below to bring up the modification panel with those options. You can also hit the blue Add New Expense button in the top right to add an additional expense to this report, and can repeat this step as many times as necessary.

Once you have your report as you would like it, go ahead and click the green Submit Expense Report button below your expenses to the right to submit the report.

Once you selected Submit Expense Report, the expense report amount will be added to the project Actual Expense Amounts associated with each expense report projects and scope elements.

You will now see your expense report in the expenses report list, and it will show as pending.

If you have the permissions you can modify the report by selecting the underlined report name from the list. Otherwise you can select the report from the list, review it, and reach out to personnel in your organization that have authority if a change is needed.

That's it. Expense reports make applying expenses to projects and tracking expenses convenient and instantly reportable to project budgets.