Manage Expense Types

Background

The process below describes how to manage multiple expense types (Masters) and their detail data. A company may require multiple expense types to manage various EBA (Enterprise Bargaining Agreements) or in country requirements such as USA vs Australia for each user recording time or expense data.

Process

1) Click Time Material Equipment

2) Under ORG click Expenditure Types

Click on picture to enlarge

3) In the left hand pane create as many master expenditure types as required (note – less is better).

4) Highlight (click on the row) a master expenditure type in the left hand pane to display its associated detail in the right hand pane and add, edit delete data as required.

Click on picture to enlarge

5) Choose the export button and select the “xlsx” option to retrieve data into Excel format.

Pre-Requisite Requirements

Security Access

Licensing – users are to be licensed for the Time Material Equipment module, this can be found under Settings then click User Licensing , set a billing account for the user. For more info see Knowledge Base Article -> User Licensing

Roles – users are to be assigned a user role for accessing the Assign User Profit Centres menu item. This can be found under Settings – System Security then click Assign User Roles . For more info see Knowledge Base Article -> Assign User Roles

Field Explanation – Master

Field	Example Input	Characters	Field Restrictions
Code	NR-EBA	Min 2 Max 20	Mandatory Field Alpha, Numeric and special characters allowed. No Duplicates Allowed.
Title	Northern Region EBA	Min 2 Max 150	Mandatory Field Alpha, Numeric and special characters allowed. No Duplicates Allowed.
Use Extrack Data	Check Box	Check Box
Default	Check Box	Check Box
Description	EBA Effective from 1st July 2016 to 30th June 2019	Min 0 Max 500	Non Mandatory Field Alpha, Numeric and special characters allowed.

Field Explanation – Detail

Field	Example Input	Characters	Field Restrictions
Category	Labour	Select from List	Mandatory Field Select from list , Labour or Expense.
Code	NT	Min 0 Max 20	Mandatory Field Alpha, Numeric and special characters allowed. No Duplicates Allowed within the Detail List
Alt Code	6500	Min 0 Max 20	Non Mandatory Field Alpha, Numeric and special characters allowed. Duplicates Allowed.
Title	Normal Time	Min 2 Max 150	Mandatory Field Alpha, Numeric and special characters allowed. No Duplicates Allowed.
Description	Enter a detailed description of the scope of work associated with the work order.	Min 0 Max 500	Non Mandatory Field Alpha, Numeric and special characters allowed. Duplicates Allowed.

Sample Data – Master

Code	Title	Description
USA	USA EBA agreement	EBA Agreement for period 1st July 2016 to 30th June 2019
AUSSTF	Australian Staff	Used for Australian White Collar Staff
AUSWGE	Australian Wages	Used for Australian Blue and Grey Collar Staff

Sample Data – Detail

Category	Code	Alt Code	Title	Description
Labour	NT	DT.BL.TAH	Normal Time	Direct – Billable – Total Adjusted Hours
Labour	OT	DT.BL.TAH	Overtime X 1.5	Direct – Billable with Wages – Total Adjusted Hours (Hours after 8 NT Hours)
Labour	OT2	DT.BL.TAH	Double Time	Direct – Billable with Wages – Total Adjusted Hours (Hours after 10 OT Hours)
Labour	LV	ID.AH	Vacation Leave	Indirect – Additional Hours (Used for approved Vacation Leave)
Labour	PH	ID.AH	Public Holiday	Indirect – Additional Hours (Used for Public Holidays)
Labour	LS	ID.AH.TAH	Sick Leave	Indirect – Additional Hours – Total Adjusted Hours (used for approved Sick Leave)
Labour	BT	DT.BL.TAH	Banked Time	Direct – Billable – Total Adjusted Hours (used to record Hours worked and billed but not payable to staff but time owed as time off in the future)
Labour	BTT	ID.AH.TAH	Banked Time Taken	Indirect – Additional Hours – Total Adjusted Hours (use to draw down hours owed from Banked time)
Labour	OTO	DT.BL	Overtime Offset	Direct – Billable with no Wages (used to record Hours worked and billed to client but no uplift to staff and hours are not allowed to be banked for future draw down)
Labour	LWP	ID.AH.TAH	Leave With Pay	Indirect – Additional Hours – Total Adjusted Hours