Working with expense requests

Expense requests are used to track various project expenses, e.g., assignment expenses, services of subcontractors, and various materials.

The lifecycle of the request

  • Draft — the initial state of the request that allows editing.
  • On approval — the request is being approved.
  • Approved — the request is approved and tracked.
  • Rejected — the request is rejected during the process of approval.

Creating

The user is able to create a request using any form of expense request by performing a  Create request action.

  • User is able to create a request only on their behalf
  • Supervisor is able to create a request on behalf of their subordinates
  • Payroll manager is able to create a request on behalf of any employee of the company.

Editing

The expense request is intended to be used only for one project.

Main properties

  • Applicant is the user that creates the request. This field is available only for the following roles: Manager and Business Administrator
  • Request date — the date of request creation (this is not the date of expense incurrence)
  • Project – the project that is used to account expenses. The project can’t be changed after the request creation.
  • Description — short description that may contain links, e.g., links to supporting documents

Editing of the line

In order to add a new line, the user has to click Add line.

Properties of the line:

  • Date — the date of actual expense incurrence.
  • Expense type — a classifier; the user has to select a type of expense allowed for the project.
  • Amount — the amount of the line.
  • Reimburse — indicates if the applicant has to get a refund for expenses.
  • Billable — indicates if the line has to be included in the invoice for the customer.
  • Description — a short description of the specific line.
  • Attachment — any additional file.

The user is able to edit the parameters of a line right in the table, or by clicking the Edit button in a separate window:

Commands for the line:

  • Edit — opens the window containing the parameters of the line.
  • Delete — deletes the line.
  • Add attachment — opens a window, and adds a new file to the line. If there’s a file in the line, it will be replaced with new one.
  • Remove attachment — removes the chosen file from the line.

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