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Overview
Similar to time entry, Expense Sheets are core to capturing Expense with InFocus. Employees can quickly enter project expenses and capture markups and reimbursable amounts as applicable. While timesheets are entered for periods of time, Expense Sheets do not carry the same requirement. Multiple expense sheets could be entered within a day, if desired.
Note - Expense sheet entry is also available for web/mobile via InFocus Mobile.
Expense Sheet Workflow
Expense Sheet Created
Description - Employees can create their own expense sheets via Personal>Expense Sheets by clicking New from the toolbar or the Create New Expense Sheet link when opening the applet. Expense sheet administrators can also create expense sheets on behalf of employees.
Expense Sheet Entered & Submitted
Description - Expense sheets, while typically entered by each employee, can optionally be entered on behalf of an employee by an expense sheet administrator.
Best Practices
| • | Enter expenses on a daily basis |
| • | Projects must be associated with each expense |
| • | Use Document Manager to attach receipts to the expense sheet |
| • | Utilize Expense Codes to govern/automate mark up and expense/revenue tracking. Expense Codes, optionally required for entry, provide automated controls per expense line, including- but not limited to: |
| o | Default comments via comment templates |
| o | Reimbursable vs Non-Reimbursable settings |
| o | G/L Account assignment at the point of import the Employee Reimbursable Journal |
| • | Save your expense sheet while entering |
| • | Ensure your expense sheet is complete before submitting. Once submitted, you cannot make edits unless enabled by your expense sheet approver. |
Expense Review
Description - Submitting your expense, notifies your approver for review. If approved, your expense sheet is sent to Accounting for billing and/or reimbursement via Employee Reimbursables. If rejected, you’ll receive your expense sheet back for edits. Once approved, expense sheets can be imported to Employee Reimbursables and subsequently reimbursed and/or billed. Expenses do not appear on project management reports until they have been imported into the Employee Reimbursable journal.
Expense Sheets Tutorials
Creating Expense Sheets
| 1. | Browse to Personal>Expense Sheets |
| 2. | Click New from the toolbar or click the Create New Expense Sheet when opening the applet |
Entering Expenses
| 1. | Browse to Personal>Expense Sheets |
| 2. | Select the Expense Sheet for which you wish to enter your expenses. This can be accessed via the drop down to the right of the Expense Sheet label or by navigating Expense Sheets with the arrows to the left. |
| 3. | Enter your expenses, considering the following: |
Selecting a Project
Description - Projects are required for each expense item and are specified via the Project Path. Simply begin typing the path (ex. 20140000-001) and InFocus will dynamically search for a match. You can also click the magnifying glass to search and select a project.
Expense Codes
Description - Utilize Expense Codes to govern automate mark up and expense/revenue tracking. Expense Codes, optionally required for entry, provide automated controls per expense line, including- but not limited to:
| ▪ | Default comments via comment templates |
| ▪ | Reimbursable vs Non-Reimbursable settings |
| ▪ | G/L Account assignment at the point of import the Employee Reimbursable Journal |
Credit Cards
Description - Each expense line has an option for Credit Card. Check only if using a company credit card and no reimbursement is required. Checking this box forces a zero dollar Reimbursement amount. If you're entering a line item that requires reimbursement, leave this check box unchecked.
Notes & Comments
Description - Comments can be added on a per-entry basis via Notes and PM Comments. While Notes are internal, PM Comments are used in project reporting and appear on invoices. If you use boiler-plate comments for certain types of time, you can create a Snippet for quick reference via the Snippets button on the toolbar. Reuse your snippets by clicking the button and inserting the previously created snippet.
Receipts
Description - Receipts can be attached via the Documents button on the toolbar.
| 4. | Save your expense sheet by clicking Save from the toolbar |
| 5. | If needed, you can delete rows by highlighting the row (click the far left number column) and click Delete. |
| 6. | Submit the expense sheet by clicking Submit. Expense sheets can also be submitted via the Expense Sheet Menu option. Once submitted, the expense sheet status will reflect the submission. If approved, the status will be updated to Approved. If rejected, the status will reflect Rejected and include a reason for rejection. |
Approving/Rejecting Time
| 1. | Browse to Personal>Expense Sheets |
| 2. | Enter the employee's code in the lookup (upper right hand corner of the applet) |
| 3. | Select the Expense Sheet to review by using navigation arrows, the navigation drop down or the Open Expense Sheets tab located at the bottom of the screen. Note: Open Expense Sheets tab can be filtered to give you a pick list of unapproved expense sheets. |
| 4. | Click Approve or Reject as appropriate (this can also be done via Menu>Expense Sheet). If rejecting, provide instructions for the employee as appropriate. |
Expense Sheet Field Descriptions
Description - Below is a discussion of Expense Sheet Field Descriptions.
Expense Sheet Toolbar
Description - The Expense Sheet toolbar gives the user (with appropriate permission) various capabilities within the Expense Sheet applet of InFocus. Those capabilities are as follows:
Menu Options
| • | Tools>Enable Arrow Key Navigation - Allows the grid to be navigated with arrow keys. This also disables moving the cursor with the arrow keys when in a cell. |
| • | Tools>Reset Declined Lines - Resets expense lines with a declined status |
| • | Tools>Copy - Copies the loaded expense sheet to a new, specified expense sheet |
| • | Expense Sheet>Submit - Submits the loaded expense sheet |
| • | Timesheet>Approve - Approves the loaded expense sheet |
| • | Timesheet>Reject - Rejects the loaded expense sheet. You'll be prompted for a rejection reason if required via Administration>Global Settings>Time and Expense tab. |
Toolbar Options
| • | New - Creates a new expense sheet. You'll be prompted for a name. |
| • | Edit - Edits the name of the loaded expense sheet |
| • | Copy - Copies the loaded expense sheet to a new, specified expense sheet |
| • | Save - Saves the state of the loaded expense sheet |
| • | Delete - Deletes the loaded expense sheet |
| • | Check Spelling - Checks the spelling of the comments being edited (Notes or PM Comments) |
| • | Snippets - Launches the snippets dialogue for entering/adding common comments to the highlighted cell |
| • | Print - Runs the Timesheet report for the loaded expense sheet |
| • | Documents - Use this to load documents to your expense sheet |
Expense Sheet Navigation & Statuses
| • | Expense Sheet ID label - Internal ID of the expense sheet record |
| • | Employee Lookup - Used by administrators to load a expense sheet for review or entry on behalf of an employee |
| • | Left/Right Arrows - Use these arrows to browse expense sheet |
| • | Down Arrow - Click to browse expense sheet via a drop down list. Load a expense sheet from the list by double clicking. |
| • | Submit - Click to submit your expense sheet |
| • | Approve - Visible by expense sheet approvers once the expense sheet has been submitted, Click to Approve the expense sheet. |
| • | Reject - Visible by expense sheet approvers once the expense sheet has been submitted, Click to Reject the expense sheet. |
| • | Employee Label - Reflects the employee associated with the loaded expense sheet |
| • | Status Label - Reflects the current status of the expense sheet: Unsubmitted, Submitted, Approved, Rejected |
| • | Rejection Reason - If a expense sheet has been rejected, the status will reflect accordingly and the rejection reason will be displayed. |
Expense Sheet Grid
Grid Fields
Description - The expense sheet entry grid displays fields available to enter as a part of your expense sheet. Additional fields can be added/removed from the detail using the column chooser (gear icon) in the upper left of the detail grid. All fields can be reordered in the grid.
Below is a list of available grid and standard fields listed alphabetically.
| • | Expense Code** - Expense code to associate with the transaction. When selected, the expense code will govern/automate mark up and expense/revenue tracking for the transaction. |
| • | Project - Project the transaction is being entered against. Only allowable projects can be used. An allowable projects is determined by a Project Active Flag, Expense Allow Date Entry, Profit Center Membership, and (potentially) a Project Team Membership list. The lookup for this field is split into two sections. The top section is used to select a Bill Terms Node (project). Once selected, the bottom section lists the allowable WBS nodes. |
| • | Reimbursable Amt. - Defaulting to the value entered in the Amount field, this is the amount to be reimbursed to the employee. |
| • | Transaction Date - Date expense was incurred |
Note - Some fields listed below are only available if allowed via Administration>Global Settings>Time & Expense tab.
Standard Column Fields
Description - Fields can be selected using the column chooser (gear icon) in the upper left of the detail grid.
| • | Approved - Checked if approved (read only) |
| • | Check Number - Check Number of the Disbursement associated with the expense |
| • | Credit Card - Check only if using a company credit card and no reimbursement is required. Checking this box forces a zero dollar Reimbursement amount. If you're entering a line item that requires reimbursement, leave this check box unchecked. |
| • | Declined - Checked if declined (read only) |
| • | Project Name - Project Name of the project associated with the line item |
| o | Unit Rate - Rate to apply to the QTY (e.g. If QTY = 2 and Unit Rate = 5.00 then Amount = 10.00) |
| • | Notes (Internal) - Internal notes for communication with accounting |
| • | PM Comments - Comments that can appear on project management reports and invoices |
| • | ERID - Employee Reimbursable internal ID associated with the expense line |
| • | ER Line ID - Employee Reimbursable Line internal ID associated with the expense line |
| • | Bill Status** - Bill Status of the expense record |
| • | Work Order** - Work Order expense is being entered against. When a Work Order is used, the project (WBS) path will fill out automatically. The project cannot be overridden. |
Note - Some fields listed below are only available if allowed via Administration>Global Settings>Time & Expense tab.
Expense Sheet Totals
Description - Expense Sheet Totals gives you at-a-glace information for the expense sheet, including a summary column, details for the highlighted cell and an Open Expense Sheet dialogue.
Open Expense Sheets
Description - Launch this dialogue by clicking or hovering with your mouse over the tab. This pane can be pinned to the bottom of the expense sheet applet by clicking the pin icon in the upper right hand corner of the opened tab.
| • | Display drop down - Select to display expense sheets with the following statuses: Unsubmitted, Unapproved or Both |
| • | Display list - Reflects all expense sheets with the selected status. |
| • | Refresh Button - Refreshes the list |
| • | Load Selected Expense Sheet - Click to load the highlighted expense sheet in the Display list |
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