Firstly, verify whether the expenses have been paid direct by the company or personally by you (e.g. cash, personal credit or debit card) on behalf of the business.
This section relates to expenses you have paid on behalf of the business and thus can be claimed back from the business by you.
From the My Money dropdown, click on Expense Claims.
The page will list all expense claims that are currently active, paid or outstanding.
You can filter the page by:
All: this will display all previous expense claims, unfiltered.
Outstanding: will show any expense claims that you have not paid yet.
Paid: will show any all expense claims that have been paid in full.
The list shows the following columns
Date: the date of the expense claim (this is the date of the claim rather than the date of the individual receipts).
Contact: shows the name of the person or employee that the expense has been allocated to. Employee & directors can be set up either on the fly when adding an expense claim or from the relevant section under Contacts > Director's & Staff
Reference: a reference that can be used to recognise the claim e.g. this could be the month the claim relates to.
Gross: the total amount of the claim
Outstanding: the amount of claim that is yet to be paid to the employee or director.
Delete: note that deleting an expense claim will delete all individual receipts and purchases that make up the claim.
Adding expenses to the system
Click on Add Expenses to start adding expenses.
On the Employee field use the drop down menu to select the employee or director that all the expenses will be allocated to. To select an employe, start typing part of the name, click on the arrow button on the right side of the field or press "space" key.
- If the employee is not listed, you can click on "add new" to add in the details. The required fields are forename and surname.
Next, enter the date of the expense claim. This could be the day you are actually adding in the expense or, the month end for example.
Enter a reference for the expenses. This field could be a unique reference for each claim or simply the month in which the claims relate to.
Adding receipt items.
The next section allows you to enter each individual expense item such as train fare, taxis, mileage or any other expense you may have incurred. Each line should represent each individual receipt or item of expenditure.
An item is a reusable line that will automatically populate your expense fields using the information you have saved. Items are great when you re-use the same service or product regularly.
You can search for an existing item by typing any part of the item name or pressing the space bar in the item field. Items are previous expense lines that you have already saved when you have previously added expenses.
You can save expense lines on any expense claim by clicking on the Add this as a reusable item checkbox underneath the expense line. Once you have clicked on the checkbox a new field is loaded so that you can enter a short name.
Enter the actual date of the expense that was incurred.
This is the account code that is used to assign the invoice line to an expense category such as travel, subsistence or any other relevant code. To assign an account code, starting typing the type of expense that was incurred e.g. travel, hotel, telephone...or hit "space" key to show all of them.
Enter a reference that can be used to track the expense in the future. This could be an invoice number, name of the supplier or a description of what the expense relates to.
The net amount of the expense before VAT. Ensure the item is a vatable cost firstly by checking the receipt to ensure it has a VAT number on. Items such as train, taxis', flights and buses do not usually have VAT on. Entertaining clients do not usually include VAT.
Enter the appropriate VAT rate to use. If the expense is vatable then the rate would be 20%. If the item is not vatable, or you cannot claim vat on it, choose 0% rate.
If the automated VAT field does not provide the correct VAT figure you can override it with the correct VAT amount in this field..
You may want to re-charge an expense that you have incurred to a customer when you next invoice them. If you do, click on the checkbox next to the "chargeable expense" and then add in the name of the customer you want to re-charge to.
Once the expense has been allocated to a customer, when you next raise an invoice you have the option to include any re-charged expenses.
Add additional items
Click on the Add Expense button to carry on adding new expense items to the expense claim.
Making a payment
If you have already made a payment for the expenses or you intend to straight away, you can allocate a payment to the expenses at the same time.
Once you have entered all the expenses, enter the following details:
- Date Paid: the date the payment was, or will be, made.
- Amount: enter the payment amount. This can be a part payment or full payment. Click on the "pay all" button to make a full payment quickly.
- Type: You can optionally choose to give the payment a type e.g. cash, bacs etc
- Bank Account: Choose the bank account this was paid from.