Expenses

Content

• Create an expense

• Register expens in foreign currency

• Register representation

• Copy change or delete

Create an expense

Choose the tab Expense.

Click the button Create Expense.

Select a project in the project list that pops up. Click on the project you want the expense to be added to. The new expense opens up with the selected project.

1. Enter date for the expense registration (the system suggests today). NOTE! You can only select a date within the current month. The previous month must also be locked.

2. Specify whether the expense is a Corporate account (i.e. expenses paid by the enterprise) or a Own expense (i.e. the money for the expense has been taken "out of pocket" and you shall receive compensation for expense)

3. What type of expense.

4. Enter the amount incl. VAT and the tax amount. VAT field is mandatory so if the expense does not contain any tax, enter 0 in the field for VAT.

5. Specify the expense registration with a note.

6. Upload receipt - Add a picture of your receipt to the expense with Upload receipt/Select photo. Keep in mind to handle your receipt according to your companies’ rules. The pictures are displayed as miniatures and also show if they are saved or not. Note! You can only attach files/images in the format jpg, png, pdf or gif.

Don’t forget to press the Save button to save the information.

Register expenses in foreign currency

You must have currency support enabled to record expenses in currencies other than the default currency (SEK).

The standard currency (SEK) is always suggested when registering expenses. To use another currency you select it from the list of currencies. The system suggests an exchange rate for the selected currency, but at this stage it is possible to change it for the current expense (by deleting and entering the exchange rate to be applied to the expense). Enter the total amount in the currency. The system then calculates the value in the system currency (SEK). The results can be read in the expenses report which is accessible from the Report tab in the menu.

Report expense, representation

Representation expenses require a little more information. You should in addition to the information required for normal expenses fill in:

• Reason

• Location

• Number of participants

This is done for the system to figure out how much of the expense is deductible and non-deductible.

Copy, change or delete

You can see all your expenses in the expense list. The icons to the right tells you if there is photos added or if they are locked.

Open the expense to copy/modify/delete it.

• Edit: If you want to make changes, enter the new information and click on Save at the bottom. You can:

  • Edit all fields

  • Delete/add photos

  • Change project
• Copy: If you want to make a copy of the expense, click the Copy icon (5). Remember to check the date (the system automatically chooses today's date).
• Delete: If you want to delete the whole expense, press the delete icon (6). To only delete a photo, click at the trashcan next to the photo.
• Lock: You can lock an individual expense with the padlock . Otherwise they are locked at the same time as your time. Until your time is locked you can unlock your expenses with this icon on your registration

NOTE! You can not change or delete expense registrations when your time is locked/certified. Contact an administrator for help to unlock it.