General Overview of Expense Sheet Setups

Employees often incur costs, Expenses, related to working on Projects. Expenses are recorded, approved, and posted separately from Timesheets. Project transactions that are not related to Resource Labor or Inventory Items should be recorded as Expenses. These costs will update the Project Plan and be available for invoicing if the Chargeable box is selected on the transaction. Like Resources and Items, each Expense transaction contains Cost and Price. Expenses have the option to create Purchase Invoices, Purchase Journals, or GL Journals that reflect the Expense costs in General Ledger reports.

Prices

Prices related to Expenses can be considered as pass-through and set up to have the Price equal the Cost. Expenses can also be marked up by a percentage of profit (for example,15% markup) or have a fixed amount added as profit. The pricing can be different for each Expense Type. If a specific Expense Price is set up for a Project and/or Task that Price is used. If no pricing is established, then the Price from the Expense Card is used.

Setup Requirements

Page Name	Description
Project Setup	Time Registry and Expense FastTab has setup choices related to Expense Sheet processing.
Timesheet Configuration	Expense Sheet FastTab has setup choices related to Expense Approval.
Resource Card	The Resource should be set up as a Vendor in AP for reimbursement of Expenses. If the Resource has been issued a Company credit card, create a record with the Credit Card Code, Vendor, CCLast4 numbers, and Expiration Date.
Project Expense Card	Create an Expense Card with a Code and supporting information for each type of Expense to be used in the Expense Sheet Entry.
Expense Sheet Nos.	Define the Expense Sheet Numbers used when creating a new Expense Sheet. Set up the Number Series on the No. Series page. Associate the No. Series to the Expense Sheet Nos. field in Project Setup.
Expense Prices	Project - specific Prices can be set up in Project Expense Prices for any combination of an Expense Code, Project No., Task Code, Unit of Measure, and Currency Code, with various Profit Calculations.
Expense Unit of Measure	A Unit of Measure specific to an Expense is set up on the Project Expense Card page.
Expense Payment Type	Defines how the transaction will flow through the system when the Expense Sheet is posted. Options are:
	- AP
	- GL
	- Purchase Journal
	- Employee Journal
Expense Posting Setup	Define the GL Accounts updated when the expense transaction is posted. The system uses these Accounts for the cost posting of the Expenses rather than the General Product Posting Group. The General Product Posting Group is used to post the Revenue when the Sales Invoice is posted.

Project Setup

Use the Time and Expense Registry FastTab to define the defaults for Time and Expense Entry in the system. Set up includes the following fields:

Field Name	Description
Appr. Can Edit Time & Expense	Check this box if the approver can make changes to the Timesheet or Expense Sheet entries.
Use Exp Jnl for Expense Sheets	Specifies the Expense Journal is used to post approved Expense Sheets.
Expense Reg. Journal Template	An Expense Register Journal is created when the Expense is approved. This setup defines the Journal Template used to create the Expense posting entries.
Expense Reg. Batch	Select the Code to be used for the Expense Register Batch for Expense entries.
Expense Sheet Nos.	This setup defines the Document Number assigned to a new Expense Sheet.
Post when Approving Expenses	Check this option to post to the ledger when approving Expenses. Unchecking requires that Journal posting be done as an additional step.
Above Mileage Post not allowed	Check this option to prevent Expense entry for mileage above the limit. The limit is set on the Project Card of the Project.
Use default mileage on customer	Check this option to only use the default mileage on the Customer and not override during entry.
PDF Viewer URL	Specifies the URL to be used for the PDF file viewer on attachments.

Timesheet Configuration

Expense Sheet

Field Name	Description
Approve Expense Sheet	Selecting this option specifies that the Expense Sheet must be approved and will display 3 choices for the approval process.
Email on Exp. Appr.	Specifies, if selected, that an email will be sent to the Resource who submitted the Expense Sheet when the Expense has been rejected or approved at the final level.
Email on Exp. not Submit	Specifies, if selected, that an email will be sent to all Resources with this configuration, who have not submitted open Expense Sheets. The generation of emails can be filtered to one Resource and/or Posting Date.
Email 1st Appr on Exp. Submit	If selected, an email will be sent to the first approver when an Expense Sheet has been submitted.

Expense Sheet Approval

Important

Project Executives can approve expenses at all levels.

Field	Description
Project Manager Must Approve Expenses	Specifies, if selected, that the Project Manager or Person Responsible for the Project must approve the Expense Sheet. This is the first layer of approval. Additional Resources can be designated for this approval layer. Go to Project Card, Permissions, add the Resource, and check the Approval box.
Line Manager Must Approve Expenses	Specifies, if selected, that the Line Manager or Line Manager 2, designated on the Resource Card, must approve the Expense Sheet. This is the second layer of approval.
Project Executive Must Approve Expenses	Specifies, if selected, that a Project Executive must approve the Expense Sheet. This is the third and final layer of approval.
Proj. Exec Email for Expense Sheet	Specifies the email address for the Project Executive approver. This field is only required if the option for the Project Executive approval is selected.
Send Email to Line Manager After PM Approval	This option should be selected if the approvals include both a Project Manager and a Line Manager. If there is no Project Manager, the Line Manager will be the 1st Approver and the email will be sent as long as Email 1st Appr. On Exp is selected.
Send Email to Project Executive Approval	This option must be selected for an email to be generated after the Project Manager and/or Line Manager approval if the Project Executive approval is required.

Resource Card

Field	Description
Vendor	Select the Vendor Code created to reimburse the Resource for Company Expenses that were paid by the Resource.
Company Credit Card	Select the Credit Card Code issued by the Company to the Resource for Expenses.