Actual Expenses view

 

Use the Actual Expenses view to add, edit or reject expense information. Actual project expenses can be entered in two ways.

 

Ü          By employees using Timesheet entry tools. Expenses entered by employees are submitted to Track-IT pro for approval.

Ü          By managers using Track-IT pro or Track-IT pro web through this view.

 

 

To add an actual expense:

1.     Select View, Time & Expenses, Actual Expenses from the menu (or click the Actual Expenses button image\actexp_mini.jpg on the side shortcut bar).

2.     Click the Add button image\add.jpg.

3.     Select a Date from the drop-down calendar.

4.     Select the Project associated with the expense.

5.     Select the Expense Category.

6.     Select the Employee from the list.

7.     Optionally enter the Purchase Order number.

8.     Optionally enter the Reference Number.

9.     Enter the Amount.

10.   Select Request reimbursement if required.

11.   Check the Billable box if this expense is billable. The default setting displayed for the Billable checkbox will change depending on the project selected. The default setting for each project is configured at the project structure level and can only be modified by the project manager using Track-IT pro or Track-IT pro web.

12.   If Billable is selected, enter the Markup as a percentage. The markup is multiplied by the expense amount to calculate total client cost. This client cost will be displayed on the Invoice used for billing.

13.   If Billable is selected, optionally enter a Fixed amount. You can enter either an amount (see step 9 above) and/or fixed amount for the expense. If you enter both, the Amount and Markup will be added to the fixed cost entered to calculate total client cost for the expense. This client cost will be displayed on the Invoice used for billing.

14.   Enter any Applicable taxes in the Value Added Tax boxes.

Note: The Value Added Tax fields are used for expense reporting only. They are not used in calculated Client or Company costs.

15. Enter a Description for the expense.

 

 

To reject an actual expense:

1.     Select View, Time & Expenses, Actual Expenses from the menu (or click the Actual Expenses button image\actexp_mini.jpg on the side shortcut bar).

2.     Right click the expense to reject and select Reject Selected Entries