There are two Expenses options on Drive - Direct and Indirect Expenses. You can find them under the WIP Ledger module. The process is similar to that of Time Sheets.
Posting Expenses
To post Expenses in DRIVE, go to the navigation toolbar on the left and select WIP Ledger > Expenses or WIP Ledger > Indirect Expenses. You can also post Expenses by selecting Drive Desktop > Expenses.
In the relevant section, select the icon along the top (you can also right-click and click 'New', or select File > New). The Expense window (Expense Claims form) will be displayed.
1. Input the date for the expense. This must be within the Batch Period date.
2. Select the Client Browse field in the Expense Entry section. The Select Client window will be displayed.
3. Select the specified Client from the list. Select the OK button to add them to the Expense sheet. This will show the relevant client for the Client Name column.
4. Follow the above steps to input the Job and WIP code as below.
5. Enter the amount (or Mileage depending on the WIP code selected) for the expense.
6. Select the appropriate VAT code to calculate the VAT amount automatically.
Passing Expenses
If the staff member does have the option for automatically passed expenses (See Staff Access Rights for WIP Ledger to update this if needed), it can not be billed unless the relevant manager approves/passes it. Once the expense has been passed it is then added to the WIP ledger.
An expense can be passed by checking the Pass tick-box at the end of each row of the Expense Claims form or by selecting the button or the
button located in the toolbar at the top of the expense claims form. Unpassed expenses will not be recorded as Outstanding WIP on the Client ledger but will be displayed as part of the overall balance.
There is an option on the WIP ledger to display unpassed entries, “Show Unpassed WIP”. This is in the toolbar at the top of the Client WIP Ledger (you can open this by highlighting the client in Client & Contact Database and choosing either the icon or opening the client and selecting the WIP Ledger tab. When selected, unpassed entries will be displayed in green.
Note: Be mindful of the date that you use as you cannot change the week after you save the expense sheet.
The expense will auto-pass provided you have ticked this setting in Tools > Settings >WIP Ledger. If you need to unpass/edit the expense, double-click on the line that your entry is on and you will see the below screen( if you allocated your expense in a bill, you will not be able to edit this expense until you reverse the allocation).
Input necessary detail or untick 'Pass' to unpass the expense.
Relevant expenses will show in any bills for the client when processing.
Expense Reports
Within DRIVE there are several reports available for Timesheet & Expense Reporting. You can find these in Reports > Staff Reports.
The Reports window will now be displayed as below.
Select the beside Staff Reports to expand the options. A few reports will be displayed.
The highlighted reports below are used for Expenses;
- Staff Expenses
- Expense Exceptions
- Expense Claim Form
For a more detailed analysis of Time & Expense, you could also use the WIP Transaction Listing (WIP Reports > WIP Transaction Listing or WIP Transaction Listing By Staff).
To run any of the reports simply highlight the specific report and double-click. The report window will be displayed where you select the details and options you wish to view on your report.
Once you are happy select the button to produce the report.