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 thescreen.
To create a New Expense:
Click> > .
Each row of thescreen 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.
If the administrator has enabled the details required option, then the user must click thelink below the text box, and provide all the necessary information about the expense in the expense detail screen.
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.
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.
You can also attach documents such as bills, vouchers, and invoices to support the expenses by clicking the icon.
You can drag and drop a file from your windows explorer application or you can click thebutton and choose the file from the desired location.
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.
A history of all the comments are kept and shown with the expenses. These are preserved for audit purposes.
Remember to double-check your comments before submitting the expenses. Once submitted, the comments cannot be removed from the history.
Finally, the user can save the expenses by clicking on thebutton; cancel the entry by clicking on the button.
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 thebutton.
If automated routing is set by the approver, the user cannot select the approver; clicking on thebutton automatically routes the expenses to the approver.
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
, the expense is removed
from the approver's Inbox and appears in the user's Inbox with