17.4. Time and Expense Report

SocrateCloud gives you the possibility to register expense reports under the names of the employees involved in a project. The Expense Report - Services window, located in the Time and Expense menu, is used to manage project expense reports. The following fields are available:

• Document No, Description

  • Report Date - the date that the expense report was entered on;

  • Employee - the name of the employee that was involved in the project;

  • Price List - the price list used for invoices corresponding to the project;

  • Warehouse - employee warehouse used for orders;

  • Approved, Aproval Amount - used when an approval node has been define for the document workflow. Details in Workflow;

  • Create Lines From button - is used to automatically enter expense report lines based on a project, phase or subphase, as described below:

    • the process window will display the project lines with issued quantity greater than the quantity allocated to expense reports;

    • each line will contain the following information: Project Phase, Product, Planned Quantity, Issued Quantity (from issue to project), reinbursed quantity (from expense report allocations) and the quantity to be reinbursed (= Issued Qty - Reimbursed Qty);

    • only the quantity can be deleted on the generated expense report lines, allowing partial reimbursement;

  • Document Action, Document Status, Processed - are used to manage the document statuses and process the document. After entering all the expense report lines, go back to the Expense Report window and Complete the document;

The expense report document takes into account the credit limit established for the customer and the credit status. If the customer's credit status is either Credit Hold or Credit Stop, then the credit will enter the Blocked Credit Limit status when trying to complete the expense report document, and the user will receive a warning message regarding the customer's balance. From this status, the expense report document can be:

• Completed - only after the credit status issue has been resolved;

• Voided - select this to cancel the expense report document.

The Report Line tab is used to add a line for each day, through which the work hours are reported:

• Line No

• Employee:

  • • employee - by default the expense report employee contact ;

    • business partner - contact for the contracted business partner;

• • Expense Date - the date that the activity takes place on;

• • Customer - the business partner for whom the services were provided;

• Activity, Project, Phase, Subphase - dimensions used for analisys;

• Order Line - associated line from the sales order generated from the expense report;

• • Time Report - select this checkbox when you are clocking the number of hours/employee;

  • Invoiced - select this checkbox when the rendered services are to be invoiced to the customer:

    • if the selected project has phases and invoicing rule is not "Product Quantity", then this record can not be saved! This limitation was added to eliminate the wrong invoicing when project will be invoiced with predefined amount (Standard Cost);

  • Product, Quantity, Invoice price - product used to register the expense and the corresponding quantity and amount;

  • Expense Amount - amount registered as an employee expense;

  • Currency, Converted Amount - the expense report currency and the converted amount in order currency;

  • Order - the associated sales order;

• Description, Note