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Expense Reports

 

Prerequisites Expense Report and Expense Lines 
Creating an Expense Report Editing an Expense Report
Deleting an Expense Report

 

Intro

 

Geniusproject includes Expense Reporting for all project related expenses. Geniusproject helps streamline expense reporting and eliminates redundant data entry.

 

Prerequisites

 

In order to report weekly project expenses, resources must first be published in the Timesheets module. Timesheets must be selected from the Destinations tab of the Resource record in the Resources module.

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Expenses can be charged to a project provided that the project status is "In progress" (in standard mode only, see the Keywords & Labels setup document of the Projects module if the projects statuses were customized).

 

Expense Report and Expense Lines

 

The Expense report is the interface used to report costs. It consists of a simple page that includes a header and a dynamic number of lines for users to fill in their expenses for a given week.

Before pushing expenses to the Cost records in the Projects module, Geniusproject converts expenses into "Expense detail" records. It is a simple data structure that contains one expense related to one project for one day. It is computed from the Expense report page and not editable. Expenses details are useful to show costs during a period by project and/or by resource. The tabs Follow-up and Timesheets include views that display the Expense detail records. 

 

Creating an Expense Report

 

To create a new expense report:

  • From the My workspace tab navigate select My timesheets in the contextual navigation menu.
  • Click New expense report.

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Expense Report Header 

 

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Resource name (1)

The resource the expense reports belongs to. By default, the author of the document. Editable if the resource has the role "CreateForOther", at creation only. No longer editable once the document is saved.

From ... to...

First day and last day of the effective week. If the specified date does not correspond to the first day of the week, it is automatically shifted to the first day of the week.

Week

The number of the week, according to the ISO 8601 European norm. Computed.

Status

Expense report statuses:

"Editable" while expenses are being input.

"To be approved" once the expense reports have been submitted for approval.

"Denied" when the expense report has been rejected by the resource designated to review it.

"Completed" once the report has been approved by the designated approver.

Cost center

The cost center the resource belongs to.

Modified

Date and time of the last modifications. By clicking on the date you can access the history of the modifications.

 

 

Inputting Expenses in the Expense Report

 

Expenses are entered using the grid provided in the expense report form. One line is used per expense entry.

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Grid
buttons

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To add one or more entry lines to the grid.

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To remove a selected line from the grid.

Grid

Project

The project the cost is associated to.

If the project does not appear in the list, the following points must be verified:

Is the project status "In progress"?

Does the resource belong to this project?

If the project was just created, it may be necessary to wait up to 15 minutes for the project to be available in the [Timesheets] module.

Otherwise, request that the database administrator verify that the "Projects list fetching" agent is enabled and is running without errors.

Title

The subject of the expense. Is also a link that opens the corresponding Cost document in the [Projects] module (only once it was created).

Type

The expense type. The list of choices comes from the expense types defined in the General setup document.

Day

Used to specify the day of the week the expense occurred.

Amount

Amount of the expense

$/£/€…..

Currency of the expense. The list of choices comes from the available currencies defined in the "General" setup document.

If the chosen currency differs from the reference currency, then the amount is also displayed in the reference currency.

Receipt

Used to indicate if there is a receipt for the expense

Billable

Indicates if the cost is billable or not.

Total

Total amount for the current expense report in the reference currency.

 

Editing an Expense Report 

 

As long as it has not yet been approved or is not awaiting approval, it is possible to modify an existing expense report.

To modify an expense report:

  • Navigate to the My workspace tab.
  • Select My expenses reports from the contextual navigation menu click In Progress.
  • Select the expense report you want to modify and edit it.

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Deleting an Expense Report

 

As long as it has not yet been approved or is not awaiting approval, it is possible to delete an existing expense report. An administrator however can delete an expense report at any time.

To delete an expense report:

  • From the My workspace tab navigate to the My expenses reports section.
  • Click on In Progress in the contextual navigation menu.
  • Select the expense sheet you want to delete, and mark it for deletion.

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Note: Once an expense report has been deleted, the system deletes all costs that were included in it.

 

Submitting an Expense Report for Approval

 

To submit an expense report for approval it is sufficient just to change its status to To be approved.

  • From the expense report, click Workflow on the action menu bar and select To be approved.

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Approving an Expense Report 

 

Once a user has submitted an expense report for approval, the input fields in the document are no longer editable, and he/she cannot delete it. The resource responsible for approving it then has to take an action on it. To access Expense reports to be approved:

  • Navigate to the My workspace tab.
  • Select Expense report from the contextual navigation menu.
  • Select the To be approved view.

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  • All expense reports awaiting approval are displayed in the content window. Open the one you want to review in Edit mode.
  • The actions the responsible can take are limited and simple. From the Workflow menu on the action bar, he/she can either Approve or Deny.

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If an Expense report is rejected, the user is required to modify it and submit it again for approval.

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