How Do I Review Expense Entries?

Expense entries can be viewed in any of the expense entry screens-Expense Log or Simple Expense Log. You can also review both time and expense entries in the Reviewer screen. Security permissions restrict who sees the bill and cost rates on the screen and in reports, as well as who can edit time and expense records should they need adjustment. Usually a project manager performs this function but a billing manager or Supervisor can also do it.

To review expense entries:

1. Click Time-Expense on the navigation bar and open any expense entry screen, preferably Expense Log.
2. You can view the expense information in the View By: Project/Employee/Vendor mode. Employee is the default selection, but you can choose Project for now.

3. Accordingly, select the Project whose expense records you want to review.
4. In the Period and Period Including field, enter the date of the expense entries you want to view, say, Month.
5. Click Refresh. All the expense entries meeting your criteria display in the grid.
6. You can scan the list of entries and instantly know their status by the color of the text: Billable – Black text, Non-Billable – Red text, Billed – Blue text.
   
   Web Suite displays the totals for billable and non-billable expenses. For example, by selecting View By: Project and ‘All’ for Period, you can quickly view billable expenses charged to a project to-date. Similarly, selecting View By: Employee and ‘Year’ for Period shows the billable expenses recorded by an employee year-to-date. Filters can further refine the displayed records. This information can show patterns that affect future project budgeting as well as company policies.

7. Select an entry on the grid by clicking . Review, edit or approve entries, as required.
8. When you have finished, click Save and then Return.

To review expense entries in the Reviewer screen:

The Reviewer screen is only available in the Web Suite Enterprise edition.

1. Click Time-Expense on the navigation bar and click the Reviewer tab.
2. After selecting your View By and Period criteria, click Refresh to display the time and expense entries in the grid. The grid displays color-coded entries based on their status: Black for Billable, Red for Non-Billable, Blue for Billed

3. Click Options and select Field Chooser to show additional columns in the grid.
4. Review the entries and select the entries you want to approve.
5. Click Submit to approve or take any other action–Submit, Reject or Unsubmit the selected entries.

To approve them directly, select the entries and check their ‘A’ box.  Then click Approve button to approve them.

6. When you have finished, click Close.