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Expenses

1View or Search Expenses

Go to Process -> Expenses

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Draft tab shows all draft expenses. Unapproved tab shows all draft invoices that have been marked as unapproved. Approved tab shows all approved expenses. Recurring tab shows all expenses that have been set as recurring expenses. Summary tab shows the summary of all approved expenses.

The entire approval process can be eliminated by customization of Easy if required.

To search for an expense, go to the required tab (draft, unapproved…), enter the employee name or date ranges or both or neither and click Search. This way you can search by employee name or a date range.

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2Create an Expense

Go to Process -> Expenses. Click on ‘Create an Expense’ button.

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The following screen comes up.

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Select Employee Name, Date of expense, Description, Nominal code and VAT percentage.You can either save this draft or submit for approval. If you save as draft, it remains as draft. If you click on Submit for Approval, the expense is saved as Unapproved.

3Edit an Expense

You can only edit a draft or an unapproved expense. You cannot edit an approved expense.

  • Go to Unapproved tab or Draft tab.
  • Click on the expense you want to edit as shown below.

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Click on the expense you want to edit as shown below.

Click on the Edit button as shown below.

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You can change the employee name, date and reference. You can add a new expense line item or delete an existing expense line item as marked in the figure below.

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Click on ‘Update as unapproved’ to save the edited expense or Cancel to not save it.

You can edit an Unapproved expense in a similar way.

4Delete an Expense

You can discard/void any type of expense -draft, unapproved or approved.

Click on the required tab to go to view all the respective expenses. Select the expense by checking the box on the left and click on the ‘Void’ button.

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The void expense can be viewed in the Void tab.

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You can undo the void by selecting the expense and clicking the ‘Undo Void’ button.

5Create Recurring Expense

Go to Process -> Expenses. Click on the ‘Create Recurring Expense’ button.

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The following page opens up. This is same as ‘create new expense’ screen except for new fields like Frequency (weekly, Monthly, yearly etc.), create bill as (draft or submitted) and number of occurrences.

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When ‘create bill as’ = draft expense, the expense is created as draft and when ‘create bill as’ = submitted expense, the expense is in ‘submitted for approval’ state.

6Create Mileage Claim

Go to Process -> Expenses. Click View Mileage button.

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Click Create Mileage Claim button.

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You will see the screen below. Choose employee name, mileage date, reference, mileage description, transport, distance in miles, cost per mile.

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Incase there is no Transport in the dropdownmenu; you need to add a vehicle. This can be done in Settings -> Vehicles ->Add Vehicle.

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Add all the details about the vehicle on the screen shown below.

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Click save and the vehicle should be registered. It will now appear in the drop down on the Add Mileage screen.

Once all details are filled in on the Mileage screen below, you can submit it for approval.

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