On the navigation bar, click Lists, choose Expense tab opens the screen wherein you can view all the existing expense records in the grid. The grid is a series of rows and columns. Each row is a separate expense item. Clicking on any column heading sorts the columns in the grid. You can edit or delete the existing expense item. Entries displayed on the grid cannot be edited in the grid but rather in the Expense screen. In addition, you can create a new activity via this screen. The number of records displayed in the grid will depend on the selection made in the Rows list box. You can also search for the expense codes existing in your Web Suite database.
Data Grid
Each row is a separate expense record. Click the column headings to sort the columns in the grid. Entries displayed on the grid cannot be edited in the grid but rather in the data entry section of Expense screen. Click a listed ID to edit the details of the selected expense item. Click 
against the expense record you want to delete.
Grid details are carried from Expense screen.
ID:
Click a listed ID to open the Expense screen and edit the details of an existing expense item.
Expense IDs consist of a Code + colon + Sub-Code. The Code (also called the main code) is 15 characters in length. Web Suite also supports up to 15 characters for the Sub-Code. Between the main and sub-code, Web Suite automatically inserts a colon (:) as a separator. The total field size should not exceed 31 characters. The resulting Expense ID must be unique.
Code is the only required field and Web Suite automatically inserts a colon whether a Sub-Code is used or not. However, when you are entering expense codes manually (rather than selecting from the available drop-down list), the colon must be entered manually.
The main-code can specify a department. If you are an architect's office, you might employ both architects and draftsmen. If both the architects and draftsmen produce blueprints, you can create an expense code for each: ARCH:BPRINT and DRAFT:BPRINT, where ARCH and DRAFT are the main codes and BPRINT is the sub-code. The main-code can specify a generalized expense. When planning your expense ID structure, keep in mind ease of recall, what the ID should communicate and other factors.
You can also create IDs with mixed case.
Description:
The expense description; field size should not exceed 50 characters. This description is brought forward to the expense entry screen when expenses are logged. It can be kept as it is or modified. The description in the expense entry screen is then displayed on invoices and reports. The most efficient way to use Web Suite is to enter such descriptions up-front which you want to show on both invoices and reports. That way the description will be carried through all the way to the invoice and editing will not be required when logging expenses.
Cost:
The default cost rate for the expense code. This should represent the per unit cost, excluding any markups and taxes for proper expense tracking. If the cost of an expense varies, this space can be left blank. Then, when you log expenses, you can enter the actual cost.
Decimal values are displayed based on the settings specified in Global Settings. For example, if you specify 2 as the number of digits after decimal (for rate) and then assign a cost rate of 23.677 for mileage, then the value that will be displayed in the grid here will be 23.68. However, placing your pointer in the field will reveal the true cost entered. If you specify 10 as the number of digits after a decimal and then assign a cost rate of 23.6778899 for mileage, then it will display the same 23.6778899 in the grid.
The rate entered here will be brought forward when logging expenses except when an Expense Fee Schedule is assigned to the project.
MU %:
The markup determines the percentage by which Web Suite will increase the cost of the expense to determine the cost amount. If the markup percentage varies, you can leave this field blank and enter it when you log expenses in the expense entry screen. You can also enter fixed dollar values by prefixing the value with the dollar symbol. Web Suite instantly calculates the percentage value and displays the same here. For example, if user enters:
Cost= 10
Units= 1
Markup= 10
Then, markup will be taken as 10% and
Amount= $11
OR
Cost= 10
Units= 1
Markup= $10
Then, markup will be calculated as 100% of cost value and displayed as
Markup = 100
Amount= $20
Web Suite allows you to enter negative markup.
Billable:
The Billable status identifies the expense as either billable (Yes) or non-billable (No).
Delete :
Click to delete a record.
Search Item 
:
Helps you to search for a specific expense in a quick, robust way. To refine your search, use any of the listed parameters in the read only grid, like ID, Description. Click the column headings to search on the basis of the selected column. Enter the keyword for the search in the text box and then click to display the results in the grid.
Rows:
Number of records displayed in the grid depends on the selection made in the list box. At max, you can view up to hundred expense items in the grid. Web Suite memorizes this setting for the user.
Show Active:
Select the check box if you want to view the expense codes with only active status in the grid. Web Suite memorizes this setting for the user.
Help:
Opens the Web Suite Help in the Expense List section.
Print:
Opens the Reports Viewer, where you can View, Print or Export the Report.
Options:
Expense Change:
Select this option to make batch changes to the expense entries.
Group:
Opens the Expense Groups screen where you can edit existing groups or create new ones.
New:
Click opens the Expense screen where you can create a new expense record.
Close:
Closes the screen and takes you to the home page of Web Suite.
Grid page numbers are displayed below. These page numbers depend on the number selected in the Rows field above.