Each expense item records one purchase, mileage entry, or other reimbursable or billable cost.
Entering an expense item is the next step in creating an expense report. To complete the steps below you must have already created an expense report with the basic expense report information (name and date). See Create an expense report for more information.
Expense Item Information – Options and field descriptions #
Note: Create and save the expense report before adding expense items.
Expense Report – Displays the name of the expense report you are editing. When applicable, expense report status information is also displayed here (i.e. locked, unlocked, submitted, approved, etc.).
Date – Provide a date the expense item was incurred.
Expense Type – Select the appropriate expense type for the expense item you are entering or modifying. For more information on expense types, see Expense types.
After you choose an Expense Type, MindSalt displays the fields for Amount, Mileage, or Quantity that apply.
Mileage – For a mileage expense type, enter the number of miles traveled. MindSalt displays the configured rate per mile and calculates the amount automatically. For more information, see Expense types.
Quantity – For a quantity-based expense type, enter the number of units. MindSalt displays the applicable per-unit rate and the unit label when configured, then calculates the amount automatically as quantity × rate. Enter the quantity, not the final amount.
Amount – For other expense types, enter the amount for the expense item and select the currency in which the expense was incurred. When you select a currency other than your system's native currency, the Exchange Rate box becomes available. Select Lookup Exchange Rate, when available, or enter an exchange rate. MindSalt converts billing information and system-report values to the company's native currency. For more information, see General settings.
Payment Method – Select the appropriate payment method for the expense item you are entering or modifying. For more information on payment methods, see Expense payment methods.
Description – Provide a short description, or name, of the expense item.
Project – If applicable, select a project from the drop-down box. When a project is selected, billing information will be rolled up to the project and client (or department) levels.
Reimbursable? – Indicate whether or not the expense item is a reimbursable expense.
Tip: Reimbursable Expenses are expenses that your company would pay you back for (i.e. hotel, travel, conference fees, meals, etc.). Non-Reimbursable Expenses are expenses that your company would not pay you back for (hotel mini bar items, souvenirs, alcoholic beverages, etc.).
Reimbursable items that are paid for with a company credit card should still be marked as 'Reimbursable' so that the system calculates the employee reimbursement properly. Non-reimbursable items that are paid for with a company credit card will be billed to the employee and deducted from their reimbursement amount.
Billable – Indicate whether or not the expense item is a billable expense.
Tip: Billable Expenses are expenses that you would bill a client for. Non-Billable Expenses would not be billed to a client.
Expense Receipts – Up to 5 receipts may be uploaded for each expense item.
Comments – If necessary, provide any comments regarding the expense item.
Adding an Expense Item to an Existing Expense Report #
Tip: If you are continuing from the previous, Creating an Expense Report, you may proceed directly to step 3 below.
- Browse to Expenses, and then select My Expense Reports.
- Select an existing expense report from the list provided.
- Select New Expense Item.
- Provide a date for when the expense item was incurred.
- Select the appropriate expense type from the list provided.
- Enter the Amount, Mileage, or Quantity shown for the selected expense type. For a quantity-based type, enter the number of units and review the displayed rate; MindSalt calculates the amount automatically.
- Select the appropriate payment type from the list provided.
- Provide a short description, or name, for the expense item.
- Provide any additional data in the remaining optional fields.
- Select Save.