Making an Expense Entry

An employee may occasionally incur out-of-pocket expenses in the course of their work. These amounts must be reimbursed, ideally by the client.

Common work expenses include:

For expenses that don't relate to a specific employee, use the Outlay utility.

To make an expense entry, carry out the following steps:

Open the Time view in the left-hand pane.
Click Timesheet in the left-hand pane.
The Timesheet screen opens. Click the New Expense button.
The New Expense Entry screen opens. Specify the expense details (see below for details).
Click SUBMIT.

You have made an expense entry.

The new entry is recorded in the Client Project WIP screen immediately.

Field	Description
Client	The client to whom the expense relates.
Project	The project to which the expense relates.
Phase	The relevant phase of the project, if applicable.
Expense	The expense type.
Date	The date on which the expense was incurred.
Currency	The currency in which the expense was incurred. If the expense was incurred in a foreign currency, the system will use the appropriate currency rate to process the entry.
Units	The number of expense units, if applicable. For example, if the rate per km is €0.75, and the claim is for 123 km, enter 123.
Unit Cost	The unit cost of the expense, if applicable. For example, if the rate per km is €0.75, enter 0.75.
Cost	The cost of the expense. This is either a simple monetary value or calculated according to the following formula: *Cost = Units Unit Cost**
Base Cost	The cost of the expense expressed in the system's base currency.
VAT	The amount of VAT that applies to the expense. This is an 'Advanced Option'.
Base VAT	The amount of VAT that applies to the expense expressed in the base currency. This is an 'Advanced Option'.
VAT Rate	The VAT rate that applies to the expense. This is an 'Advanced Option'.
Gross	The gross expense amount including VAT. This is an 'Advanced Option'.
Base Gross	The gross expense amount including VAT expressed in the base currency. This is an 'Advanced Option'.

Item	Description
Receipt No.	The receipt number associated with the expense.
Payment Method	This drop-down list enables you to specify a payment method for the expense. A payment method such as Cash may be set up under Client Utilities in the left-hand pane's Utilities view. (Payment methods are used for reporting purposes only. Sage Coretime does not provide a payment mechanism.)
Receipt Doc	This field enables you to attach to the expense an electronic version of the relevant receipt. This adds it to the system's data store. Click Choose File to attach the receipt. When a file is specified in this field, three buttons are available. Click the Edit button to change the contents of the field to specify a different file instead. Click the Delete button to remove the file from the data store. The View button enables you to open the file and view it.
Country	The country in which the expense was incurred.
Notes	You can use this pane to record any notes relating to the expense.