Guide for Time and Expense Entry
3.7 - Expense Claim Entry Screen

Your expense claim entry screen enables you to create new expense claim records and is reached by clicking the "Expense Claim" button on your management sub-menu screen. After your expense claim has been created, you can re-visit and adjust the record through your expense claim listing screen until it has been approved (and locked).

senomix expense claim

The buttons and fields provided on this screen are as follows:

Home

Exits the screen and returns you to the main menu screen.

Back

Exits the screen and returns you to the screen from which the expense claim was opened.

Clear

Clears all entries from the claim, allowing you to replace an existing expense claim's contents.

If an expense claim record was already saved and is being edited by you, this button clears the edited claim to allow the re-entry of data. If you then click the "Save" button, the newly entered data will replace the expense claim which was being edited.

The "Clear" button will not create a new expense claim record. To create a new expense claim, return to your management sub-menu screen and click the "Expense Claim" button.

Save

Saves the displayed expense claim, updating your information on your Senomix server.

Help

Opens a new web page displaying help for your current screen.

Name

Displays the last and first names of the individual whose expense claim is shown.

Claim Date

Displays the date assigned to the expense claim. This date must occur on or after all of the individual item dates listed in your expense claim.

Project /
Item Date

The column of project billing codes used for the expense claim's entries. On the second row of each claim line, the date corresponding to the expense claim item is also shown in this column.

Activity /
Item Description

The column of activity billing codes used for the expense claim's entries. On the second row of each claim line, the description text provided for the claim item is also shown in this column.

Task

The column of task billing codes used for the expense claim's entries.

Expense Type

The type of expense to be applied to the expense claim's entries. An option of "[ NONE ]" is available for use if none of the provided expense types apply to your entry.

Please Note: If you will be importing your expense claims into QuickBooks Vendor Bills, an expense type must be selected here -- a value of 'none' will not be accepted by QuickBooks.

Bill.

The checkbox column indicating whether a particular expense claim line is to be recorded as billable or non-billable.

Amount

The currency amount of the expense claim item. This value can be positive, negative, or zero.

For example, a cash credit provided in advance for a business trip could be entered as a negative number to indicate a sum already provided to cover the noted expense. Similarly, a zero value could be entered to indicate items which were received for no cash outlay but which the user would like to indicate as received (for example, gifts received on a trip).

Move Row Up / Down
▲ / ▼

The Up/Down arrow ▲ / ▼ buttons located at the bottom-left corner of the screen can be used to move a selected expense claim row up or down the claim list, enabling you to re-order your record's lines.

Vendor

The vendor applicable to the expense claim. If no particular vendor is to be applied to your claim, the "[ NONE ]" option can be used.

Please Note: If you will be importing expense claim records into QuickBooks Vendor Bills, a Vendor must be selected here -- a value of 'none' will not be accepted by QuickBooks.

Total

The total currency amount contained in the expense claim.

Your expense claim screen operates much like your system time sheets, with billing codes used to identify the project (or specific activity or task, if such detail is required) to which an expense is applied. Expense type and vendor selections also allow further description of the nature of the expense being recorded.

As with timesheet entry, an expense claim entry can be noted as being billable or non-billable, and there is no limit to the number of entries which can be included in an expense claim. As new rows are required for your expense claim, they will be automatically added to the bottom of your screen's scroll area.

The minimum amount of detail required for an expense entry to be acceptable is a billing code project selection, an expense type, an item date, an item description, and an expense amount.

It is expected that amounts for individual expenses will be listed on different entry rows, with tax amounts entered separately for reporting purposes. For example, the cost of a hotel stay could be entered as follows, with a separate line provided to indicate an amount for a Goods and Services Tax applied to the base amount of that expense:

expense claim hotel entry

Amounts entered for those different expense types could then be reported on by using the expense claim report tools available in your Administration and Reports applications.

It is assumed that an expense claim will be entered using an company's native currency, with any currency conversion noted with an additional Description entry in the claim (for example, "Receipts for hotel accommodation and rental car were converted from U.S. Dollars to Canadian at a rate of 1.0435").

Negative amounts can also be entered in your expense claim to account for claim-reducing items such as the pre-payment of expenses, as shown here:

expense pre-payment

In this case, the amount entered is neither billable nor applicable to a given expense type. The entered line has "[ NONE ]" selected for the type of expense, with the Bill. checkbox left set at "N" to indicate a non-billable item.

After you have entered the details for your expense claim, clicking the green "Save" button will record your entered information:

saved expense claim

Once your claim has been saved, you can exit the screen or continue to edit your record to add items as you would like. After saving your expense claim, you can revisit your record through your expense listing screen.

An expense claim can be reviewed and saved as many times as you would like until the record has been approved by your manager and locked from further edits.