How to create an expense claim

Create, submit, and track the status of expense claims. Accountability's expense management function is fully integrated with your agency's financial management and accounting workflow.

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.