Expense Sheets

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Overview

 

Expense entry is a core process in InFocus and the Expense Sheets applet gives you the tools you need to record expenses quickly and accurately.

 

Similar to Time Sheets, Expense Sheets in InFocus Web, gives you on-the-go access to submit expenses wherever your work takes you.

 

How to Enter/Submit Expense

 

Expenses are entered selecting an existing expense sheet from the expense sheet menu or by clicking Create New Expense Sheet from the right-hand toolbar. Once created, expenses can be added by clicking the Add Item (+) at the top of the expense sheet.

 

Expense Sheet rows are visualized as cards which provide you with basic project and expense item information along with a clear space for entering the expense. Expenses can be added, copied, edited or deleted from the list of available cards. Optionally, cards can be viewed as rows to optimize your viewing space.

 

1. Select an Expense Sheet

2. Add Items to your Expense Sheet

3. Enter expenses and related comments for each item as appropriate

4. Attach Documents such as receipts as appropriate

4. Click Save

5. Once all expense is entered and accurate, click Submit

 

Your Expense Sheet has been submitted.

 

 

Field Descriptions

 

Expense Sheet Header

 

Note Items listed here are presented as icons when viewing from a mobile device. Mobile view icons are listed below in parenthesis. Certain options will be accessed from the right/left of the expense cards when working in full app view.

 

•Expense Sheet Menu (hamburger icon) - Selects an expense sheet to load for entry. For full app view, this is accessed from the drop down arrow at the top of the header.
•New Expense Sheet (plus icon left) - Creates a new expense sheet
•Edit Sheet Header (pencil icon left) - Edits the expense sheet name
•Delete (trash can icon) - Deletes the loaded expense sheet
•Add Project (plus icon right) - Adds a project to the expense sheet. Projects can be searched by project name/code or by location using Projects Near Me.
•Sort By (up and down arrows icon right) - Gives the ability to adjust the sorting of the project cards on the expense sheet.
oSort by Project Path, Expense Code, Date and Amount
•Search/Filter (magnifying glass right) - Filters the expense sheet cards as specified.
oFilter buttons exist for Documents and Expense Code when in full app view.

 

Expense Card Options

 

•Check Box (upper left) - Selects the specified card for performing row actions such as Copy or Delete.
•Expense Code tag - Indicates expense code assigned to the expense item
•Document icon - Indicates an attached and linked document. Click to link existing attachments.
•Credit Card icon - Indicates if the expense was made on a company credit card (green = yes).
•Card Menu (upper right of card)
oEdit - Edits the card information
oCopy - Copies the card
oDelete - Deletes the card

 

Expense Sheet Footer

 

Note Items listed here are presented as icons when viewing from a mobile device. Certain options will be accessed from the menu to the right of the time cards when working in full app view.

 

•Refresh - Refreshes the applet
•Reports & Actions (lightening icon) - Used to access a list of your available reports and actions. Note, available reports and actions are governed by permissions in InFocus Desktop.
•Save/Submit - Click to save and/or submit your time sheet. Note, these buttons are presented separately when viewing the full app.

 

Additional Options for Full App View

 

When working in full app view, the following options are broken out as menu items to the left/right of the expense cards.

 

Filters (left)

 

•Line Doc Filter - Filters the expense cards by whether or not documents are attached
•Expense Codes - Filters by the selected expense code

 

Row Actions

 

Row Actions are listed to the right of the time cards when in full app view. These are accessed in mobile view by selecting a time card(s).

 

•Copy - Copies the selected card(s) and adds copies to the bottom of the card view.
•Delete - Deletes the selected card(s)

 

Sorting

 

Gives the ability to adjust the sorting of the cards on the time sheet.

 

•Sort by - Project Path, Expense Code, Date and Amount

 

Create / Edit Sheet

 

•New Expense Sheet - Creates a new expense sheet
•Edit Sheet Header - Edits expense sheet name
•Delete Sheet - Deletes the expense sheet
•Documents - Click to attach documents/receipts

 

Reports & Actions

 

Used to access a dynamic list of available reports and actions. Note, available reports and actions are governed by permissions in InFocus via UT>Custom Reports.