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An expense category is used to identify expenses, or disbursements, posted to a client separately on the WIP reports. Expenses typically include mileage, travel costs, photocopying etc.
To post an Expense Category:
Enter the Time Ledger.
Click Post WIP.
Click Timesheet.
Enter the staff member, of whom an expense is to be posted.
Either Reopen, or Create a new timesheet.
Click Expense.
or alternatively,
Log into practice management
Within the staff control panel, click on timesheet time postings.
Click Expense.
The Timesheet expense posting screen displays.
To post an expense the following fields can be entered.
Type the expense category, or select using the magnifying glass, to post an expense to.
Click here for the topic for creating an expense category.
Enter the date that the Time Ledger expense postings is to be made to (06/07/2002).
Expense category can be entered as a quantity or as a cost.
Expense category set up with a unit rate, or example mileage, can be set up with a unit rate of £0.52. Once this has been set up a quantity of this unit can be entered. For example, enter a quantity of '2' for mileage would create an expense of £1.04.
Expense categories can be set up to be entered onto the expense posting screen. Enter in the cost field the value of the expense to be posted.
For more information on setting expense categories click here.
Type the client or non-charge activity identifier, or select using the magnifying glass you would like to post time to.
To post to a client job type the job type identifier, or select using the magnifying glass, to post expense to.
Job Types are the first level of analysis within Time & Fees and can be used in conjunction with Work Types or independently.
Once Job Types have been set up onto the system they can be assigned to the client to become a client job type. Client job types can be registered manually when the client is created, or on-the-fly as you post to the client.
To create a client job type whilst posting:
Enter the job type identifier into the job type field provided. For example, Acc
You will be notified that the client job does not yet exist for the selected client
Confirm that the job type is to used for this client by clicking YES
Job types created for annual or periodic intervals require additional information. For example, an annual job Acc/2002, or period job SLT/2002/1to be entered
To enable job types go to the Practice management options and click Use job types. Job types are then available to be used in the time ledger. To used job types in the time ledger go to the Time Ledger Options and ensure that account at job level is selected
To post to a Work Type enter the identifier, or select using the magnifying glass.
Work Types should be considered for describing the type of work the individual is performing on behalf of the client, for example meeting, telephone conversation and bookkeeping.
Similar to Work types, a narrative can be typed to describe the type of work the ndividual is performing on behalf of the client.
Click Post to confirm the expense posting, or Close to cancel.