Managing Expense Entries

  1. Creating Expense Entries,
  2. Editing Expense Entries,
  3. Searching Expense Entries,
  4. Expense Entry Settings,
  5. Setting Up Recurring Expenses & Disabling,
  6. Attach Receipts to Expense Entries & Disabling,
  7. Expense Codes,
  8. Set Rolling Lockout Dates on Expense Entries,
  9. How to Make Tasks a Required Field on Expense Entries,


Creating Expense Entries 

Click on Expense>Expense Entry.

Calendar - By default, the expense entry will be created for the current day. If you are making entries for another date, select the desired date from the calendar before creating the expense entry.

Note: If 'Saturday' is missing from your calendar view, it may be because your browser is set on a below 100% zoom. This is especially the case for Firefox.

Plan Task To-Do - If creating an Expense Entry for a Task To-Do, select the Task To-Do so that all Task and Matter details can be pulled into the Expense Entry fields for easier, quicker, and accurate entry.

Professional - who you are creating an Expense Entry for. Type, or double-click on the field for a drop-down list of all your staff. This field only displays if the user has access to create entries for all users.

Matter - Type, or double-click on the field for a drop-down list of all your matters. 

Expense Code - users will not be able to edit this field if you specified a Task To-Do that has a forced Expense Code enabled under it. Type, or double-click on the field for a drop-down list of all your expense codes. Expense codes can be created and modified under Expense>Settings>Expense Codes.

Specify the Billable Type from

Billable - the amount will be included in the invoice.

Non-Billable - the amount will not be included or appear on the invoice.

No Charge - will show on an invoice, but with a zero dollar amount (it will appear as ‘no charge’ written next to the expense entry).

Note: The Billable Type drop-down will only be available to those users with permission. Billable Expense Entry is the current way the Expense Entry is working i.e., the Expense Entry is shown on the invoice and the customer is charged for it; the Non-billable Expense Entry does not show on the invoice and the customer will be charged for it; the 'No Charge' Expense Entry is shown on the invoice but the customer is not charged for it.

Quantity 

Price Per Unit

Markup (%)

Description

Document icon - see your list of available abbreviations.

Sync icon - to replace abbreviations with the saved phrases.

Expense Receipts - upload expense receipt image file.

The new Expense Entry will appear listed at the bottom of the screen.


Editing Expense Entries

Any unbilled Expense entry can be edited. However, once the expense has been billed for, it can no longer be modified.

Expenses on a draft invoice need to be edited in a draft ( Invoices>Drafts). They cannot be edited through the Expense tab.

Expense entries appear listed at the bottom of the Expense>Expense Entry screen. Alternatively, search for the entry under Expense>Search.

Document icon - preview Expense Entry summary details. 

Magnifying icon - preview attached expense receipt image.

Edit - pulls all the Expense Entry details back into the fields above so the user can make changes.

Copy - copies and pastes this entries details into the fields above as a new entry.

Delete

Download - download the expense receipt.

Note: If the Status reads 'Pending' the expense entry is on a draft invoice. Edit pending entries from the Invoices>Drafts screen.


Searching Expense Entries     

Click on Expense>Search.

Search criteria - search for any term, whether it is a timekeepers name, client name, matter name, or even specific text in the description of the expense entry.

Date range - narrow search down to a specific date range.

More options -

  • Timekeeper
  • Matter
  • Status - New, Rejected, Submitted, Approved, Pending, Billed, Written Off, NB Closed
  • Billable Type - billable, non-billable, no charge

New Expense Entry - there's a button on the top right corner. Create a new Expense Entry from within the Search screen.

Copy - select the date to copy and paste the same expense entry onto any given date. 


Expense Entry Settings

Click on Expense>Settings.

Label - How your users will view the term 'Expense' throughout the TimeSolv system. Choose what suits your business needs, from Cost,  Disbursement, or Expense. 

Expense Entry Lock Out Date

Allow Entries for All Dates - no restriction for expense entry date for all users. 

Allow Entries On or After Date - a non-admin user can only add/update expense entries on or after the date of specified settings. By default, the past or future days will show as zero.

Allow Entries During Rolling Period - a non-admin user can only add/update the expense entry if the date is within the range of allowed days. E.g. If the date of the expense entry is prior to the number of allowed past days or after the number of allowed future days.

Prompt for Delete Confirmation - a pop-up message will ask for confirmation before an expense entry is deleted. If this is not enabled, there will be no warning message before deleting an expense entry, and there is no way of recovering an accidental deletion.

Expense Tax Rate (%) - this is not considered for Fixed Fee expense Matters.

Enable Recurring Expense(s) - these are setup under Expense>Recurring Expenses.

Enable Expense Approvals by Matter - Matter approval overrides Timekeeper approval.

Enable Expense Approvals by Timekeeper - if no active Approver is specified for a Timekeeper, newly created Expense Entries are automatically approved.

Automatically Submit Expense Entries for Approval - when a user or an approval matter is saved, it will automatically be sitting and waiting for approval in the approver’s account. If this box is unchecked, a 'Submit' button will appear on the Expense Entry screen. The Expense Entry will not be submitted for approval until the user clicks on the 'Submit' button.

Notify Approvers via Email - email notification will be sent out to an approver at midnight and then at 8 am to notify them that there are approvals waiting for them. An approver will not be inundated with emails for each and every time entered. If this box is unchecked, it is up to the approver to log in and check to see if there is any Expense Entry waiting to be approved.

Set Expense Entry Description - populates ‘Narrative’ or ‘Description’ of selected Expense Code on an Expense Entry.

Clear Quantity and Description on Save & Duplicate - blanks out the following fields when the user clicks on ‘Save & Duplicate‘ button on Expense Entry screen:

Quantity
Price Per Unit
Markup
Description
Receipt


Setting Up Recurring Expenses & Disabling 

To setup:

  1. Click on Expense>Settings.
  2. Click on  Enable Recurring Expense checkbox.
  3. Click on  Expense>Settings>Recurring Expense>New Recurring Expense Entry.

Professional - if the professional or matter for which the recurring expense entry has been created requires an expense approval, the expense entry has to be submitted for approval when it gets auto-created depending upon the value in the 'Next Date' field.

Matters - Type or double-click for a list.

Expense Codes - Type or double-click for a list.

Billable Type

Billable – the amount will be included in the invoice.
Non-Billable – the amount will not be included or appear on the invoice.
No Charge – will show on an invoice, but with a zero dollar amount (it will appear as ‘no charge’ written next to the expense entry).

Quantity 

Price Per Unit

Markup (%)

Enter Fixed Amount - The user must have the appropriate permissions in place to enter a fixed fee. This can be set under Account>Users>[user name]>Permissions>Can View and Override Rate?.

Frequency -

Daily
Weekly
Monthly
Annually
Stopped

Next Date - when to start the recurring expenses.

End Date - to disable recurring expenses.

To disable:

  • Click on  Expense>Recurring Expense.
  • Click on the Edit link next to an existing recurring expense.
  • Specify the End Date to disable it.

  • Attach Receipts to Expense Entries & Disabling

    To attach receipts:

    Note: When attaching a receipt to a 'Parent' Matter of a Split Billing Project, it will be sent out to all Client-Matters under that Split Billing Project. To edit/remove an Expense Receipt attached to a Split Billing Project Expense Entry after you have created a draft invoice for it (and thereby consequentially you have split the expense entries between Client-Matters), you would first have to void the draft, and unsplit the entries under Clients>Clients&Matters>[matter name]>Split Billing>Undo Split Entries, then delete that expense entry, and start again.

    1. Click on Expense>Expense Entry.
    2. Create a new expense entry, or edit an existing entry. 
    3. Click on Receipt - Choose File. Upload image of the receipt. 

    Once uploaded users can Preview, Download, and Delete the uploaded receipt.  

    To disable receipts:

    Click on Invoices>Drafts.

    Click on invoice ' Amount' to edit.

    Next to the Template field, click on Edit.

    Click on the Expense tab.

    At the bottom of the screen, uncheck the Attach Receipts to Invoice box to disable the feature.


    Expense Codes       

    Click on Expense>Settings>Expense Codes.

    Users can create a New Expense Code, edit an existing one, or delete a code.

    Note: Users can only delete an Expense Code if it has never been used, to avoid corrupt data. 

    Description what shows entering the expense code. For example, you may have a code AA101, and you try to type it in the codes field under expense entry page, nothing will come up in the auto-population unless the code number is included in this description field.

    Narrativenarrative supersedes description (above field) when the expense code is selected. The narrative is the default message that pre-fills into the expense entry description. This is a useful field if you want more than just the description of the expense code to show up.

    Default Price Per Unit

    Default Quantity

    Markup Percent field

    Summarized? - a single expense entry appears on the invoice when an expense  entry is created with the same:

    Timekeeper
    Expense code
    Matter
    Date
    Plan task to do

    Taxable? - enabling this will mark it as a Soft Cost (for QuickBooks integration).

    Hard Cost

    Active? - enable and disable this code by toggling the checkbox.


    Set Rolling Lockout Dates on Expense Entries    

    Click on Expense>Settings>General.

    Allow Entries for All Dates - no restriction for expense entry date for all users. 

    Allow Entries On or After Date - a non-admin user can only add/update expense entries on or after the date of specified settings. By default, the past or future days will show as zero.

    Allow Entries During Rolling Period - a non-admin user can only add/update the expense entry if the date is within the range of allowed days. E.g. If the date of the expense entry is prior to the number of allowed past days or after the number of allowed future days.


    How to Make Tasks a Required Field on Expense Entries        

    Click on  Clients>Clients & Matters>[matter name]>Matter Plan tab.

    Enable Plan Task Required on Time and Expense Entry checkbox.

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