Firstly, you should turn on the Expense module and ensure all users have related roles. You can find more information on those settings in the How to Set Up the Expenses Module article.


TABLE OF CONTENTS


How to create an Expense


To create the Expense document, please, follow these steps:


1. Navigate to the Expense module in the left-side menu and press Create.

2. Fill in all the required fields and click Create.

3. Hit the Add Empty Row button to add items or services. You can also use the Import Items function:

  • You need to fill out all the required fields.
  • Select the currency — each item/service can have its currency.
  • Set up the Tax amount for the whole document or each particular item/service.
  • The item total will be calculated in three currencies: item currency, document currency, and company currency.
  • The document total will be calculated in company and document currencies.



4. Add supplementary information like:


  • Attachments to prove all spent costs.



  • Notes and Comments.



5. If your process requires approval, the Expense will be sent to the authorized approvers, and the Expense's status will be changed to "Pending."

More on how to set up the Expense approval process here.


How to Edit and Revise the Expense


You can edit the Expense document fields on any Status without taking it on Revision. To do that, click the Edit button to the right and enter the necessary changes.


When editing the fields, please consider this article, Field logic behavior after Edit and Revise actions in documents.



If you wish to take the document under Revision, click on the corresponding button to the right and add changes to the document and item fields as well.


Please note that the document will change status to In Revision, and you will need to go through the Confirmation process again.



How to Cancel an Expense


Click the Cancel button on the right and provide the cancellation reason. 



How to Repeat an Expense


Use the Repeat function to save time creating new Expense by copying the existing document.


To utilize this function, click the Repeat button in the already created Expense document, and its data will be copied into the new one.


The Due Date and Expense # fields will not be copied into the new document.