Select the period you require from the Choose Expense Period: field dropdown list. If you choose a period you have already started, the expense details you have already entered are displayed:
Click on a blank line in the expense claim and enter the following details:
Recharge This defaults to what the project has been set to. On the Project > Detail page there is a dropdown where it can default yes or no. NO - to indicate that the expense is not rechargeable to the client. YES - If the expense can be charged to the client.
Expense Type Select the type of expense that best identifies the cost you have incurred from the dropdown list provided
Project No. / Project Name Select the project or the administration code option for the expense by selecting it from the dropdown lists available. *Please Note: If a project you are currently working on does not appear, this means the project is either not ongoing/ speculative or you are not part of the internal team.
Workstage If you chose a project, you must also choose an "active" Workstage from the dropdown list provided. If you chose an administration code, N/A appears in this field.
Description Enter a brief description of the expense, or reason for it, particularly if this will help the authoriser determine whether this is a justified business expense. The Description is required by the HMRC.
Quantity If this is a quantity related expense (i.e., Distance) you must enter the quantity you are claiming for e.g., the miles you travelled.
Unit Rate This is the amount that is paid in expenses for each unit of quantity used e.g., for each mile travelled. This rate is displayed automatically from the expense type details and cannot be amended.
Currency Choose the expense currency.
Amount Amount claimed for this expense.
To upload images of receipts, click the icon to open the Receipt Manager.
Taking the icon with the plus ()allows you to add a new receipt. If a receipt has already been uploaded for the line the receipt will be shown with a magnifying glass icon ( ), clicking on it will expand the image so it can be viewed easier.
Repeat this step until you have accounted for all your expenses for the period.
If you wish to delete a detail line, click at the beginning of the line. You are asked to confirm this action as you are not able to undo it.
At any stage you can click to save the expense claim details you have entered.
The first time you save the claim details for a period, the status (displayed alongside the period in the Choose Expense Period: field) is set to Started to indicate that you have entered some details.
When you have entered all your expenses for the period, click to complete the expense claim and submit it for approval. You are asked to confirm this action because once the claim is completed you can no longer change or delete it.
The expense claim status is set to Completed and the claim details are re-displayed with the fields whited out because they can no longer be updated.
icon to open the Receipt Manager.
)allows you to add a new receipt. If a receipt has already been uploaded for the line the receipt will be shown with a magnifying glass icon (
), clicking on it will expand the image so it can be viewed easier.
at the beginning of the line. You are asked to confirm this action as you are not able to undo it.
to save the expense claim details you have entered.
to complete the expense claim and submit it for approval. You are asked to confirm this action because once the claim is completed you can no longer change or delete it.