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An expense category is used to identify the cost of expenses, or disbursements, posted to a client. This can include items such as letters, mileage, travel costs, photocopying etc.
Expense postings are often made within timesheet. When a timesheet has
a status of complete and fully applied no further postings can be made
into the timesheet. Expenses can then be posted either through Timesheet
corrections, general expenses, and general adjustment postings.
It is possible to have as many expense categories as desired. For the help topic for creating an expense category click here The costs of an expense category can be set up in two ways Per unit value and as entered on the expense posting.
1/ Per unit value
An expense is set at a standard rate. For example, 6 pence a unit for photocopying, 10 pence a letter. The unit is entered when posting an expense.
2/ As entered on expense
An expense cost is entered at the point of posting an expense.
An expense can be posted through a number of ways: timesheet, timesheet corrections, general expense and by general adjustments:
1/ Timesheet
A staff member can post an expense costs within a timesheet. These costs will be recorded with other postings recorded within the timesheet.
2/ Correction
If a staff members timesheet has been fully updated to the ledger no further postings can be entered. A staff member can then post a timesheet correction to include the expense postings within their timesheet.
3/ General
Expense A general expense allows an expense to be posted to an expense category without entering a staff member. For example, you can post a £300 expense to mileage to client 'A''s account.
4/ General Adjustment
By using a general adjustment an expense is not posted against an expense category, but instead a WIP figure is posted to the client account. For example, £400 of expenses to Client 'B', and cannot be assigned to mileage, photocopying.
Posting to a staff member within a general adjustment is optional. If a staff member is selected the expense will show against the staff member in the staff reports. If the staff member is not selected the general adjustment posting will be shown against a general posting in the staff reports.
To view the expense postings on the Time reports update the ledger.