Setting up your project for expense entry

When you set up a project that resources are allowed to enter expenses against, ensure you:

Customizing expense codes for a project

Expense codes identify types of expenses, such as the cost of hotels, airfare, and meals.

Your system administrator defined a set of expense codes at the system level. From this set, you can choose which expense codes apply to each project you manage. For example, you can allow a project’s resources to submit airfare and hotels as expenses for a project, but prevent them for expensing mileage or telephone charges.

To customize expense codes available for a project:

  1. Go to Project Management > Projects.
  2. Select the project whose expense codes you want to customize.
  3. Click the Expenses tab.
  4. To add expense codes, click Add Expense Code, and select a code resources can use from the list. Repeat until all codes you need have been added.

  1. To delete an expense code, find the row for the expense code you want to delete, and hover your mouse over the right-hand side of the row. Click the  that displays.

FAQs

Do we need to set the billable status for expenses when setting up a project?

The billable status defined in the Time & Expense Entry field for projects and tasks applies only to the status of time entries, not expense entries. Whether an expense is billable or non-billable is determined solely by the status of the Bill Client field in expense sheets. So, you don’t need to set up billable statuses in a project if you’re only billing expenses for that project.

Why are expenses marked as billed in reports and on invoices when the Bill Client field is hidden in expense sheets?

If a client is assigned to a project and the Bill Client field in expense sheets is disabled – either at the system level or by the user – any expenses entered will be considered billable. The only exception to this is if a user deselects the Bill Client check box for an expense before hiding the Bill Client field. In this case, the entry will retain the Bill Client setting in effect when the field was hidden.

How do we prevent resources from submitting expenses against a project?

To prevent entry of expenses for a particular project, don’t assign any expense codes to that project. Or, if you need to include expense codes for non-billable expenses, instruct team members to deselect the Bill Client check box for all expenses for that project when filling out their expense sheets.

What can I do if the type of expense I need to add isn’t available?

Only expense codes defined by your system administrator are available to add to projects. Talk to your administrator if you need additional types of codes added to the system.

Why can’t I click the Add Expense Code button?

This button is faded out and cannot be clicked if all expense codes defined at the system level have already been included in the project, so there are none left to add.

Is it possible to allocate an expense to multiple clients?

No, that's not possible in Replicon.