Accounting - Expenses

Creating New Expenses in Accounting is primarily for you to create Expenses Sheets for other employees, who have not submitted their Expenses due to various reasons. Also, you can create an Expenses for yourself.

You can use the Expenses to enter the amount of expenses spent by the employees of the organization for official reasons. In this way, both you, and the employees will have a clear idea about the expenditure that are spent for the organization. The Expenses can be generated for any particular day, or on a weekly basis. AkkenCloud allows you to enter the expense details in a very convenient manner.

You can create New Expenses for yourself, or for other employees from the Expenses home page, by clicking on the ‘New Expenses’ link. The Expenses Home Page refreshes by displaying the New Expenses form that has to be created.

To Create New Expenses, follow the steps given below:

1. The start and end date of the expenses is mentioned by default in the top right corner of the Expenses. Also, you can select a new start date by clicking on the calendar icon. Result: The screen refreshes, and generates a New Expenses screen, which allows you to fill the Expenses details.
2. You can even edit the start date and end date of the expenses from the From and To fields and click on the View link, available beside the calendar icon. Result: The screen refreshes, and generates a New Expenses screen, which allows you to fill the Expenses details.
3. You can select the name of the employee, for whom you plan to generate the Expenses by selecting from the drop down menu box ‘Select an Employee to fill the Expenses’.
4. In the Enter Expense Type field, you can enter a new expense type, and click on the ‘Add’link to make the new expense type, a part of Expense Type drop down menu.
5. The Notes field is displayed below the Assignments column.
6. You can either prepare the Expenses for other employees, or for yourself.
7. After selecting the employee name, the screen refreshes by displaying the name of the company and the assignment name, under Customer (Assignment) field, for which the selected employee is working.
8. All rows in the Expenses Sheet form, displays Date and the respective Day under Date Column drop down list. The first row always displays the Start date and day of the expense.
9. Incase, you want to enter more Expense details for any particular day, you can add an additional row by clicking on the ‘Add Row’ link.
10. To delete a row, you need to select the particular row in the given check box, and click on the ‘Delete Row’ link.
11. Under the Assignments column, you can find the drop down list, which allows you to select the company name, for which the employee is working.
12. Select a suitable expenses type from Expense Type drop down list. This field is mandatory. Specify the class for the expense from the Class drop-down list.
13. Enter the reason for the expense, for the selected expense type, in the Notes column.
14. Enter the spent quantity number, in the Quantity column.
15. Enter per unit cost of the expense spent by the employee in the ($) Unit Cost column.
16. The ($) Amount column automatically displays the total expense for that day by multiplying the amount provided in the Quantity column, and ($) Unit Cost column.
17. Select the Billable check box, corresponding to each expense row, to bill the expense spent by the employee. If the Billable checkbox is left unchecked, then the expenses spent by the employee will not be accounted for that particular day.
18. The Billable checkbox will be automatically disabled depending on the employees’ Assignment type.
19. The total expenses spent by the employee will be automatically calculated and shown in the Total Expenses field.
20.  In the Advance Field, you can enter the advance amount given to the employee, if any.
21. The Balance field will automatically display the balance amount to be paid to the employee.
22. You can enter any remarks concerning to the prepared expenses in the Remarks textarea.
23. You have the facility to upload any other file format as a proof to support the generated Expenses through the application. To upload a separate Expenses, click on the ‘Browse’button to locate the file from your computer.
24. The Uploaded Expenses File field displays the navigation path of the uploaded file.
25. You need to click on the ‘Submit’ link after entering the details in the Expenses form, to submit the expenses. Result: The screen refreshes by displaying the Expenses Home page, which shows the entered new expenses record.
26. The submitted New Expenses record will be sent to the respective employee with the status as submitted.
27. Click on the ‘Cancel’ link to cancel, and return to previous page.

The Expenses Home Page displays all the expenses records that have been submitted by the employees to you for approval. Hence, you can find all the submitted Expenses records sent by the employees of the organization.

In order to view the details of the Expenses submitted by the employee, you can double click on the individual records sent by the employees from the Expenses home page. The Expenses screen refreshes, and shows the list of records submitted by the selected employee.

In the above screen:

1. The Submitted Expenses screen displays the list of expenses submitted by the employee. You can double-click on a expense record to view its details.
2. The From field and the To field in the top right corner of the screen, displays the duration from, which date the Time Sheet of that employee is available.
3. You can also change the duration dates of the Expenses from the From and To fields in the top right corner of the screen and click on the View link, available beside the calendar icon.Result: The screen refreshes by displaying the list of expenses submitted by the employee for approval based on the duration specified.
4. To approve a record directly, you need to select the particular record and click on‘Approve’ link.
5. To reject a record directly, you need to select the particular record and click on ‘Reject’link.
6. Click on the Delete link to delete the selected expense record.
7. Click on the ‘Cancel’ link to go back to previous page.

Note: You cannot delete the expenses that are billed or partially billed.

Details of Submitted Expenses

To view the details of the submitted expenses, double click on the submitted expense record. The system displays the entire particulars of the expenses submitted by the employee.

You can also approve or reject the submitted expenses by the employees using the Approve and Reject links.

Edit Submitted Expenses

The edit option is a very important feature in Expenses, which allows you to edit the details of the submitted Expenses of the employee.

You can edit the details of the submitted Expenses by clicking on the ‘Edit’ link. The screen refreshes by displaying the form, in which you can edit the Expenses.

Make the required changes and finally click on Submit to save the new changes

Click on Cancel to cancel and return back to previous page.

Viewing Approved Expenses

AkkenCloud enables you to view all the list of approved Expenses. This feature helps you to know, and allows to keep track of all the approved Expenses of the employees.

To view the approved Expenses, click on the ‘Approved Expenses’ link in the Expenses home page. The screen refreshes by displaying the list of approved expenses records of the employees.

The refreshed screen displays the following:

1. The From field and the To field in the top right corner of the screen, displays the duration from, which date the Approved Expenses of the employees are available.
2. You can even edit the duration dates of the Approved Expenses from the From and Tofields in the top right corner of the screen, and click on the View link, available beside the calendar icon. The screen refreshes by displaying the list of Approved Expenses records based on the duration specified.
3. Under each column, the respective details are mentioned. For e.g. The Employee Name Column will have the name of the employee. The Start Date, and End Date column will display the period from which the Expenses is provided, etc.
4. Click on the ‘Cancel’ link to cancel, and return to the previous page.