Setting up your project for expense entry
When you set up a project that resources are allowed to enter expenses against, ensure you:
- Customize which expense codes can be used for the project
- Mark each expense code as billable, non-billable, or both
- Add an expense estimate for the project, if you’ll be tracking estimated expenses versus actual expenses submitted
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:
- Go to Projects > Projects.
- Select the project whose expense codes you want to customize.
- Click the Expenses tab.
- 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.
- 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.
- For each code, you can use the Expense Entry Billing Options column to specify whether project resources can bill expenses entered against that code to the client.
You can choose:
- Billable & Non-Billable - the resource can choose whether expenses entered against this code are billed or not in their expense sheet
- Billable Only - all expenses entered against this code are billable for this project; the resource can't change this setting
- Non-Billable - expenses entered against this code are never billable for this project; the resource can't change this setting
Does the Time & Expense Entry status for projects apply to expenses?
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. You can use the Expense Entry Billing Options column to set the billing status for expense codes. By default, if you don't change the expense code settings, all expenses are set to Billable & Non-Billable, meaning the resource can choose whether each expense is billed.
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.