14.3. Using Expense

14.3.1. Creating an Expense

Note: The Add Receipt feature is only available in the Enterprise Edition of OfficeClip.

Expense types are the types of expenses incurred by a user involved in a project. OfficeClip has some default expense types built into the expense report template.

You can customize your expense types by giving them specific names, which are displayed in the expense type column of the New Expense screen.

To create a New Expense:

  1. Click HRM > Expense > New Expense.

  1. Each row of the New Expense screen can be used to record expenses for a combination of Customers, Projects, and Expense Types, and expenses for a particular day can be entered in the textbox.

  2. If the administrator has enabled the details required option, then the user must click the Details link below the text box, and provide all the necessary information about the expense in the expense detail screen.

[Note] Note

OfficeClip Expenses reuses the Customer, Projects, and Expense Types from the last expense sheet that you filled in. This saves time when you work on multiple projects for more than one period. Any row that is kept empty will not be remembered in the expense sheet for the next period.

  1. Additional information related to the entire expense report can be entered in the Comments text box, and the text can be spell-checked before saving.

  1. You can also attach documents such as bills, vouchers, and invoices to support the expenses by clicking the icon.

  1. You can drag and drop a file from your windows explorer application or you can click the Select button and choose the file from the desired location.

[Tip] Tip

Use the Comments field to notify the supervisor of certain things that pertain to the entire expense report. For example, you may want to notify the supervisor as to why you had to extend your stay, and submit some documental proof for this as well.

  1. A history of all the comments are kept and shown with the expenses. These are preserved for audit purposes.

[Caution] Caution

Remember to double-check your comments before submitting the expenses. Once submitted, the comments cannot be removed from the history.

  1. Finally, the user can save the expenses by clicking on the Save button; cancel the entry by clicking on the Cancel button.

  2. If the manual workflow is set for the user (which is the default), the approver can be selected from the drop-down box and the expenses can be sent by clicking on the Submitbutton.

  3. If automated routing is set by the approver, the user cannot select the approver; clicking on the Submit button automatically routes the expenses to the approver.

  4. Once the expense is submitted, it appears in the Pending state in the user's Outbox. The user will not be able to do further editing on the timesheet. The same expense also appears in the approver's Inbox with Submitted status, allowing approval or rejection of the expense. When the approver selects a timesheet and clicks Bulk Approve, the expense is removed from the approver's Inbox and appears in the user's Inbox with Approved status.

[Note] Note

To allow Bulk Approve, administrator must set up Bulk Approve in

Expense > Admin > Options screen.