Expenses

In Expenses you can add both budgeted and actual expenses for the portal and/or different projects. You must have the role Administrator in the Lobby or in a Room, or have been assigned as Financial Reporter (see Financial administration for more information).

Expenses is started by choosing Expensesunder Planning & Control .
 

Contents

• Actual expenses
• Budgeted expenses

Actual expenses

• Add actual expense

1. Choose Expenses under Planning & Control  .
2. Click on the tab Actual expenses.
3. Click on the button Add actual expense in the toolbar.
4. Add/Modify Title, click in the Title field and fill in the name of the actual expense.
5. Use the drop down menu to select the Project for the actual expense, (the project where the cost should be recorded).
6. Use the drop down menu to select the Activity for the actual expense, (the project activity where the cost should be recorded).
7. Add/Modify Description, click in the Description field and fill in the description of the actual expense.
8. Use the drop down menu to select the Currency for the actual expense.
9. Add/Modify Amount excl. VAT, click in the Amount excl. VAT field and fill in the amount exclusive VAT.
10. Add/Modify Amount incl. VAT, click in the Amount incl. VAT field and fill in the amount inclusive VAT.
11. Add/Modify Date:
    • Push the calendar button and select the actual year, month and day from the calendar, (the date where the expense should be recorded).
    • Click in the Date field and fill in the date, (yyyy-mm-dd).
12. Add/Modify Due date:
    • Push the calendar button and select the actual year, month and day from the calendar, (the due date for the actual expense).
    • Click in the Due date field and fill in the date, (yyyy-mm-dd).
13. Click on the Save button.

NOTE: If the selected Project has user defined fields, the values for the user defined fields can also be added or modified, see Financial administration for more information.

If you regret your changes or you don’t want to save the added/modified actual expense parameters, click on the Cancel button.

• Edit actual expense

1. Choose Expenses under Planning & Control .
2. Click on the tab Actual expenses.
3. Select the actual expense you want to edit by checking the checkbox for the desired actual expense and then click on the button Edit actual expense in the toolbar.
4. Edit the information for the actual cost by changing the value according to the description in Add actual expense above.
    

• Delete actual expense

1. Choose Expenses under Planning & Control .
2. Click on the tab Actual expenses.
3. Select the actual expense you want to delete by checking the checkbox for the desired actual expense and then click on the button Delete actual expense in the toolbar.
4. Click on the button Yes to delete the actual expense.
5. Click on the button OK to confirm.
    

• Modify actual expense parameter in actual expenses grid

Select actual expense parameter in the actual expenses grid, (select the actual expense parameter grid cell), and edit the parameter.

The following actual expense parameters can be changed in the activity expense grid:

• Title
• Activity
• Description
• Currency, (from drop down menu)
• Amount excl. VAT
• Amount incl. VAT
• Date, (push the calendar button and select the actual year, month and day from the calendar or click in the field and fill in the date, (yyyy-mm-dd)
• Due date, (push the calendar button and select the actual year, month and day from the calendar or click in the field and fill in the date, (yyyy-mm-dd)
• User defined fields

Click on the Save button.

NOTE: If the selected Project has user defined fields, (that are not disabled), the values for the user defined fields can also be modified, see Financial administration for more information.
 

Budgeted expenses

• Add budgeted expense
   

1. Choose Expenses under Planning & Control .
2. Click on the tab Budgeted expenses.
3. Click on the button Add budgeted   expense   in the toolbar.
4. Add/Modify Title, click in the Title field and fill in the name of the budgeted expense.
5. Use the drop down menu to select the Project for the budgeted expense, (the project where the cost should be recorded).
6. Use the drop down menu to select the Activity for the budgeted expense, (the project activity where the cost should be recorded).
7. Add/Modify Description, click in the Description field and fill in the description of the budgeted expense.
8. Use the drop down menu to select the Currency for the budgeted expense.
9. Add/Modify Amount excl. VAT, click in the Amount excl. VAT field and fill in the amount exclusive VAT.
10. Add/Modify Amount incl. VAT, click in the Amount incl. VAT field and fill in the amount inclusive VAT.
11. Add/Modify Date:
    • Push the calendar button and select the actual year, month and day from the calendar, (the date where the expense should be recorded).
    • Click in the Date field and fill in the date, (yyyy-mm-dd).
12. Add/Modify Due date:
    • Push the calendar button and select the actual year, month and day from the calendar, (the due date for the actual expense).
    • Click in the Due date field and fill in the date, (yyyy-mm-dd).
13. Click on the Save button.

NOTE: If the selected Project has user defined fields, the values for the user defined fields can also be added or modified, see Financial administration for more information.

If you regret your changes or you don’t want to save the added/modified budgeted expense parameters, click on the Cancel button.
 

• Edit budgeted expense

1. Choose Expenses under Planning & Control .
2. Click on the tab Budgeted expenses.
3. Select the budgeted cost you want to edit by checking the checkbox for the desired budgeted expense and then click on the button Edit budgeted expense in the toolbar.
4. Edit the information for the budgeted expense by changing the value according to the description in Add budgeted expense above.
    

• Delete budgeted expense

1. Choose Expenses under Planning & Control .
2. Click on the tab Budgeted expenses.
3. Select the budgeted expense you want to delete by checking the checkbox for the desired budgeted expense and then click on the button Delete budgeted expense in the toolbar.
4. Click on the button Yes to delete the budgeted expense.
5. Click on the button OK to confirm.

• Modify budgeted expense parameter in budgeted expenses grid

Select budgeted expense parameter in the budgeted expenses grid, (select the budgeted expense parameter grid cell), and edit the parameter.

The following budgeted expense parameters can be changed in the budgeted expenses grid:

• Title
• Activity
• Description
• Currency, (from drop down menu)
• Amount excl. VAT
• Amount incl. VAT
• Date, (push the calendar button and select the actual year, month and day from the calendar or click in the field and fill in the date, (yyyy-mm-dd)
• Due date, (push the calendar button and select the actual year, month and day from the calendar or click in the field and fill in the date, (yyyy-mm-dd)
• User defined fields

Click on the Save button.

NOTE: If the selected Project has user defined fields, (that are not disabled), the values for the user defined fields can also be modified, see Financial administration for more information.