Here you will determine what a user sees when entering or maintaining expense data. This is not relevant if a user’s login does not allow access to expenses, since expense views will not be available. If access to expenses is permitted, these settings will define the data that a user sees and what the user can do with that data.
Expenses:
Chargeable Expenses | distinguishes between those expenses that are chargeable to clients and others that may only be internal costs and so are not chargeable. Whether an expense entry is chargeable normally depends on the settings for the recorded project. Here you will determine not whether the expenses themselves are accessed, but whether they are identified as being chargeable. You can choose: | |
| None | if the chargeable indicator is not to appear for logins based on this profile. |
| View | to show the chargeable indicator but not allow it to be changed. |
| Change | to both show and permit change to the chargeable indicator. This will allow a charge not to be raised when it otherwise would be or a charge to be specifically raised for a non-chargeable project. |
Expense Department | determines if a resource’s department is to appear for expense entries. Each resource has a default department and so you can choose. | |
| None | if the department is not to appear. |
| View | to display the department but not allow it to be altered. |
| Change | to show the department and allow another to be selected from those available for the resource. |
Use Default Resource Department | must be input if you do not allow change to the expense department. In this case, the default department for the resource will always be used. If no department is specified here, you must select one when adding an expense. | |
Expense Cost Center | also determines whether the Cost Center can be changed during expense entry. | |
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Expense Category | may be used to group different expense types (for example, to distinguish those that are to be reimbursed from those that are not). If so, you can select: | |
| None | if the category is not to be displayed for expense entries. |
| View | so that it appears but cannot be changed. |
| Change | to allow a different category to be selected instead of the one displayed. |
Use Default Category | must be checked if the category cannot be changed, so that the default category is used if the expense’s type is not assigned a category. If unchecked, you must always select a category when entering an expense. | |
Features: | allow you to prevent a user seeing certain features that are not relevant to logins with this profile. If a box is left unchecked, the associated information does not appear at all. |
View Approval Status | is not relevant if automatic approval of expenses applies for the resource, since all expenses become approved once they are saved. In other cases, you can choose whether to show the ‘Approved’ column for expense entries to identify those that are approved and others that need to be approved. |
Claim Expenses | indicates if logins based on this profile are entitled to put in claims for the reimbursement of expenses. |
View Invoiced Status | will, if checked, show an ‘Invoiced’ column for expense entries so that a user can identify those that have been invoiced. |
View or Edit Net and Tax Amounts | may allow changes to be made to the net and VAT values in addition to the gross amount. Depending on the specified Expense Type, users may enter a number of units and the gross, net and VAT values are calculated, or may input either a gross or net amount, with the other elements being calculated from this. If the box is checked, users can change any element of cost and the others are adjusted automatically to allow for this. If it is unchecked, only the gross amount and, if applicable, the number of units are displayed and can be altered. |
View or Edit Expense Notes | indicates if a user can view and input notes for each expense entry. These notes can be included in reports. |
| Remove Line Manager Approval Filter on My Work | Allows the user to remove the line manager from the approval filter on My Work enabling them to view records other than those where they are the line manager. |