After logging into the portal, you can see the new tile being added to their dashboard (Expenses). That will show the workers a summary of how many expenses have been unapproved and approved. When you login initially after the release, it will be 0 and 0. After adding the expenses, the count will increase, similar to the Timesheets.
Contractors can also see the new option in the top right corner of their screen called "Create Expense".
Expense Creation:
You can create expenses using the two options:
1) Creating expenses while submitting the timesheet.
2) Creating expenses on the expenses screen (or) from the dashboard using the "Create Expense" button (same flow).
Expense while creating a timesheet:
In order to create the timesheet, click the "Create Timesheet" button from the dashboard.
After clicking the button, you will enter your usual units for the timesheet creation. After entering the units by selecting the assignment number, month, weeks, authoriser, you will have the option to submit/draft the timesheet as usual. Along with that, there will be one new option called "Expense".
You will have two options when you create "Expense" button.
On clicking "Draft with Expense", the slider will be opened for you to Draft/Submit the expense. You would need to,
1) Select the authoriser
2) Select the expense type
3) Select Receipt Date
4) Enter Expense amount.
5) Upload attachments if necessary using the below icon.
You can upload maximum 2 attachments per expense.
6) VAT if applicable and then Draft/Submit.
If you click "Draft", you would have to go into the Expenses screen to submit them manually.
Going into Expense screen:
If you click the menu at the top, you can see "Expenses", After clicking that, you will be redirected to the Expenses screen for submitting an expense that you have put in "Draft" Status.
Expense you have created will be displayed in the top with "Draft" Status.
If you click the "Edit" icon, you will be able to submit the expense by clicking the "Submit" button.
Once you clicks "Submit", the expenses will be sent to the client for authorisation (or) the agency user for approval. But the timesheet will still be in "Draft" status. In order to process this expense you have to submit the timesheet. After the timesheet and expenses has been approved, you will get paid for the expenses along with the timesheet.
Submit with expenses:
If you want to submit the timesheet by adding the expenses, you can use this option.
On clicking "Submit with Expense", the slider will be opened for you to enter the expenses as in the other option.
After you have submitted it, the timesheet and the expense will be sent to the client user (or agency) to approve.
Expense creation from dashboard (or) Expenses screen :
You can create expenses directly from the dashboard (or) from Expenses screen if you have already submitted a timesheet. Expenses should be linked with timesheet.
Click "Create Expense" from Dashboard (or) from Expenses screen.
You have to pick your assignment and relevant timesheet number that you need to create expense for.
After selecting the assignment number, the timesheets that were already created by you will then be listed based on the assignment selected, you would have to pick the timesheet number and then authoriser name (you won't have the option to select authoriser if the agency approves it directly without the client intervention).
After selecting the above, the rest of the process will be similar as mentioned above for expense creation (Choosing the expense type, receipt date, expense amount, uploads if necessary). After doing that, click "Submit" (or) Draft as you wish.
Once it is submitted, you will be redirected to "Expenses" screen, there you can find the expense you have submitted and can see the status of the expense as "Awaiting Authorisation"
Once the client/agency approves it, the status will be changed to "Approved".
If the agency (or) client rejected the expense, the status will be displayed as "Rejected". You can view the rejected reason as well by clicking the icon next to edit under Actions column.
You will be able to edit that expense, correct that and then submit it again, then it will be sent again for approval process.
Approved and Unapproved Expense:
You can able to see the list of approved an unapproved expenses from the dashboard.
If you click "Unapproved" tile, you can see the list of expenses which are "Unapproved".
If you click "Approved" tile, you can see the list of expenses which are "Approved".
I hope you will love the new expense feature 🤩 Enjoy!!