Creating or Editing an Expense Manually

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Navigation: TeamConnect User Interface > Enterprise User Help > Finance > Expenses > Creating or Editing an Expense

Use the expense General page to begin manually creating an expense record. Once you save the record, you can edit it at any time.

Note: Your company may allow you to create an expense using a wizard only, so the option to create an account manually may not be available. See Using a Wizard for more information.

To create or edit an expense manually

1.Click the Finance tab.

2.Click the Expenses link under the tab bar.

The Expenses List page opens.

3.Select one of the following options:

oTo create an expense, click New.

oTo edit an expense, click the Edit Record icon icon_edit_record to the left of an expense.

4.From the General page, the following fields from the Account Information section are required:

oDescription

oExpense Date

oExpensed By

5.(optional) To enter information in fields that have been created especially for your company:

oFrom the Category drop-down list, select an option. Inactive categories, if any, are displayed but cannot be selected.

oA Details section will display below Notes. Enter the appropriate information in the corresponding fields.

6.(optional) To enter billing information:

oEnter a numeric value in the Unit Price field.

oEnter a numeric value in the Quantity field.

7.For additional field descriptions, see Expense Information Section Field Descriptions table.

8.Select a save option.

Expense General Page Field Descriptions

Some field descriptions that follow may not display based on system settings and your assigned rights. Field descriptions are listed in alphabetical order and may display in a different order in the application.

Expense Information Section Field Descriptions

Field (*=required)	Description
Category	The expense type (category), such as Transportation, Meals, or Calls. An expense record can only be associated with one category. When you select a Category, additional fields that are related to this expense category may appear in a Details section. Some of these new fields may be required and must be completed before you can save the record. Categories are usually pre-defined by your system administrator.
Contact	The contact who is charging for the expense item. Typically, this contact is a vendor. This field value may be validated against the associated account's Vendor posting criterion. See Setting Transaction Posting Criteria.
*Description	The expense description.
*Expensed by	The user who is responsible for the expenditure. The default value is the creator's user name. For an existing expense, displays a link to the user's contact record.
*Expense Date	The Calendar icon allows selection of a date to associate with the expense, for example, when the expense was incurred or the date the record was made. The default date is the current date.
Project	The project associated with the account. The Find icon allows searching and selecting a project. This field value may be validated against the associated account's Project posting criteria. See Setting Transaction Posting Criteria. Note: A link to the project record displays.

Expense Billing Information Section Field Descriptions

Field	Description
Posting Status	The posting status for an expense can be one of the following: •Not Posted—The expense has not been posted or it has been voided. •Posted—The expense posted to an account. •Failed—An unsuccessful attempt was made to post the expense. •Posted For Approval—The expense has been submitted for approval to be posted.
Quantity	The total quantity of expense items.
Total	This amount is automatically calculated by TeamConnect. Total = Quantity x Unit Price.
Unit Price	The price per unit (item) for the expense.

Expense Notes Section Field Description

Field

Description

Notes

Comments for the expense.

Note: If you enter more than 250 characters without any spaces, you will need to scroll horizontally on the record to view all sections.

Expense Access Information Section Field Descriptions

Field	Description
Created By	The name of the user who created the expense.
Created On	The date that the expense was added to TeamConnect.
Modified By	The name of the user who last modified the expense.
Modified On	The date on which the expense was modified.

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