Expense management

Accountability's expense management function is fully integrated with your agency's financial management and accounting workflow.

Video Tutorial:

At-a-glance view of all expense claims

Select the My Expenses option under your name to access all of your expense claims or create a new one.   

Focus on specific expense claims 

Use the page-level filters to zoom in on expense claims based on payment status (Paid and/or Unpaid) or a specific stage of the expense claim journey. Select one or more of the following statuses. 

Enter your bank account details for reimbursement

Click My Bank Account to enter your bank account details. Your Finance team will send payments for approved expenses to this account. The Supplier Code and Supplier Name default to your Employee code and Name, indicating to your Finance team that you are the payee for all expenses you submit through My Expenses. 

Customize your view

Use the Layout option to remove and/or re-arrange the order of columns. In the example below:  I moved the Notes column next to the Expense Claim No., so I can quickly see the description I added for the expense claim. Remember to Save As and assign a name for your new layout.

Centralize expense receipts

Your agency might require receipts for all expenses or for transactions above a specific amount.  Email a photo of your receipt to receipts@counta.com to save time in entering expense line items. 

Create an expense claim

Steps: 

1. Click New Expense Claim. 
   
   
   
   
2. Expense claim header 

a. The Date defaults to the current date but can be overridden if needed

b. The Currency reflects your payable currency.  This defaults to your office currency or is overridden on your payee record (aka Supplier record).  To record an expense claim against a different currency, click on the currency code on the upper right portion of the page.  This will bring up the Expense Claim Currencies pop-up page, where you can select a different currency. The exchange rate stored in the system will automatically be applied.

c. Enter a short description of the expense claim in the Notes field (optional)

d. Check the Enter Other Currency Line checkbox if you are entering expense line items across multiple currencies.
   

3. Enter an expense line item directly on the grid

1. 1. Specify the date of the expense
   2. Depending on your agency's settings, a Billable box maybe visible. If visible, the Billable box is checked and controls the list of jobs that are available for selection on the Job No. field. 
      1. Keep this checked if entering an expense against a billable job.  Enter or search for the client job that this expense is billable to.  Only billable jobs will appear on the list if the Billable checkbox is enabled. 
      2. If entering a non-billable expense, uncheck the Billable box.  Enter or search for a non-billable job or leave this blank if your agency does not require a job number for non-billable expenses.
   3. Enter or search for a task type (expense category) for this expense line 
   4. (Optional) Select the Expense Currency for this expense line, if it differs from your home currency
   5. Enter the amount in the Expense Currency Amount column, if entering a different currency otherwise, use the Amount Incl Tax column. Override the system-assigned Tax if needed. 
   6. The Employee Code defaults to your code. 
   7. The Client Code is inherited from the job you specified. 
   8. (Optional) Select the Expense Location for this expense line. This field only is visible if your agency has defined locations via custom data.
   9. Enter additional Notes for each expense line.  For example, you might want to enter attendees for a client or agency meal. 
   10. Link the receipt photo by clicking on the  icon.  You have two options:
       1. Scroll through receipts emailed to receipts@counta.com and attach the corresponding one to the expense line, or
       2. Upload a photo of the receipt directly from your device.

Submit an expense claim 

Click submit when all expense line items have been coded to a job and/or task type.  If your agency requires receipts, attach those prior to submission.  Once submitted, you can track the status of your expense claim from the My Expenses page.