Creating Expense Entries

To create an expense entry:

  • Click the Expense tab, then Expense Entry
  • Enter the timekeeper in the For field (note this field only displays if Timekeeper has access to create entries for all Timekeepers)
  • Double click or type to search the Matter field to select a matter
  • Double click or type to search the Expense Code field to select an expense code
  • Specify a type, Billable/Non-Billable/No Charge in the Billable Type drop down (permissions setting must be turned on to view)
  •  By default, the expense entry will be created for current day. If you are making entries for past dates, simply select the desired date from the calendar applet and then create a time entry.

 

Note: The Billable Type drop down will only be available to those timekeepers who have been granted permission by the firm admin. 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.

  • Specify a quantity in the Quantity field; a price per unit in the Price Per Unit field; a markup in the Markup (%) field or click the Enter Fixed Amount link to enter a fixed amount
  • Enter the notes in the Notes edit box
  • Click the Save & New button to save the expense entry and create a new expense entry or click the Save & Duplicates button to save the new expense entry and also create an editable copy of it

 

Enabled Approval for Expense Entry

If the expense approver for project or timekeeper is enabled in the Time>>Settings link, the Submit For Approval link is shown on the time entry form.

  • After creating an expense entry, click the Submit For Approval link to submit the expense entry for approval/rejectionsubmit for approval
  • Select the Time/Expense entries to be submitted and click the Submit for Approval link

Submit for approval 2

  • The status/approval history of the submitted entries can be viewed back on the Expense Entry screen by taking your cursor and hovering over the Status Icon; Approved/Submitted/Rejected/Pending.

Approval History

 

Approving the Expense Entry

The expense approvals are approved via the Expense>>Approve Expense link. This link is visible only to those timekeepers who have been marked as the expense approver in the Manage Approvers section. To approve the expense entry:

  • Click the Expense tab
  • Click the Approve Expense link. The expense entries pending any decision are listed there
  • Select the Approve or Reject check box to approve or reject a expense entry respectively
  • Comments entered in the Public Comments field will be viewable to the firm users
  • Comments entered in the Private Comments field will be viewable only to the approver
  • Click the Save button such that the expense entry will appear with an updated status in the Expense Entry view
  • Timekeeper (user) will receive email about rejected expense entrie(s) and will include the public comments. 

 

*NOTE To enable the Expense>Approve Expense link, your admin must have enabled the Expense Approvals. To do this please refer to Time and Expense Approvals section in knowledge base

Approve Expense

 

Searching Expense Entries

Expense entries can be viewed by different time periods and billing status.

To view expense entries:

  • Click the Expenses tab such that the Expense Entry form gets displayed
  • Select a date from the calender applet to the left side of the form. The expense entries for that day will appear in the list view

Expense Entry View

 

  • Note: The Billable Type filter drop down will only be available to those timekeepers who have been granted permission by the firm administrator. Billable expense entry is the current way the expense entry is working i.e., the expense entry shows on the invoice and the customer gets charged for it; the non-billable expense entry will not show on the invoice and the customer will not be charged for it; the no charge expense entry is the one which will be shown on the invoice, but the customer will not be charged for it.

You can also view time entries by searching for them:

  • Click the Expenses tab
  • Click the Search link
  • Specify a search criteria and click the Search button such that all the expense entries that satisfy the search criteria get returnedExpense Entry 1
  • Click on the more options tab to narrow your search by professional, clients/matters, status and/or billable type.

Expense Entry 2

Recurring Expenses

TimeSolv facilitates its customers to automate the creation of those expenses entries that are expected to repeat after a fixed time interval. The Enable Recurring Expenses? check box in the Expense>>Settings link should be enabled. To create a recurring expense entry:

  • Click the Expenses tab
  • Click the Recurring Expenses tab

  • Click the Create New Recurring Expense link to create a new recurring expense entry

  • Select a timekeeper’s name in the Professional field
  • Double click in the Matter field to select a project
  • Double click the Expense Code field to select an expense code
  • Specify Quantity, Price Per Unit and Markup (%) or click the Enter Fixed Amount link to enter a fixed amount for the expense entry
  • Specify a recurring frequency from the Frequency drop down:

  • Enter the date from which the expense entry is expected to recur in the Next Date field
  • Enter the date on which the expense entry is expected to stop recurring in the End Date field
  • Enter notes in the Notes field
  • Click the Save button to save the expense entry; Save & New button to save the expense entry and keep the New Recurring Expense form open to create a new expense entry; Save & Duplicate button to save and create a copy of the recurring entry. Click the Cancel link to close the New Recurring Expense form.

Note: If the staff member or project 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.

Editing Expense Entries

To edit expense entries:

  • Click the Expenses tab
  • Click the Edit link against the desired existing expense entry

Expense Edit

Note: Only the unbilled expense entries can be edited i.e., the expense entries that don’t have any invoice generated against them.

  • The expense entry fields will display the information entered for edited expense. Any unbilled expense entry can be edited. However, once the expense has been billed for, it can no longer be modified.
  • Click the Update button to update the expense entry

Note: The Billable Type drop down will only be available to those timekeepers who have been granted permission by the firm admin. Billable expense entry is the current way the expense entry is working i.e., the expense entry shows on the invoice and the customer gets 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 will not be charged for it

Expense Settings

To specify settings for time entries:

  • Click the Expense tab
  • Click the Settings link such that the General tab is shown
  • Create expense codes in the Expense Codes tab

Expense Settings

 

Expense Codes

On the Expense page, you can identify the expenses you and your staff will be incurring. You must enter an expense name and expense code. The remaining fields are optional. The most common expenses incur unique amounts each time, so unless an expense is always for the same amount, it’s not necessary to assign a default price.

To setup Expense Codes:

  • Click the Expenses tab
  • Click on Settings
  • Click the Expense Codes sub tab. All the existing expense codes will be shown listed there
  • Drill into an existing expense code to edit it
  • Click the Delete link against the desired expense code to delete it
  • Click the New Expense Code link to create a new code

Expense Code Settings

 

      • Enter a code in the Code field
      • Enter description in the Description field
      • Enter Narrative in the Narrative Field
      • Enter a default price in the Default Price Per Unit field
      • Enter a default quantity in the Default Quantity field
      • Enter a default markup percent in the Markup Percent field
      • Enable the Summarized? check box to itemize expenses on the bill
      • Enable the Taxable? check box if the expense is taxable
      • Leave the Active? check box enabled otherwise the expense code cannot be used
      • Click the Save button to save the expense code or Save & New button to save and create another expense code. Click the Cancel button to close the New Expense Code form without saving any expense code.The saved expense code will appear in the expense code list.

 

      • New expense code