V9 Data Entry Administrators Guide DOCUMENTATION. Phone: Fax:

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1 V9 Data Entry Administrators Guide DOCUMENTATION Phone: Fax:

2 CHANGE HISTORY ORIGINAL DOCUMENT AUTHOR: MICHELLE HARRIS DATE: FEB 10 AUTHOR DATE CHANGE MICHELLE HARRIS AUGUST 2010 UPDATE TO 8.2 MICHELLE HARRIS OCTOBER 2011 UPDATE TO 8.3 MICHELLE HARRIS APRIL 2012 REVIEW AND UPDATE TO MICHELLE HARRIS NOVEMBER 2012 UPDATE TO MICHELLE HARRIS JULY 2014 UPDATE TO V9 MICHELLE HARRIS APRIL 2016 CHANGES TO EXPENSES MICHELLE HARRIS MARCH 2017 UPDATE TO 9.6 MICHELLE HARRIS JULY 2018 ADDITION OF CLASSIC APPROVAL Chapter: Change History 2

3 CONTENTS Change History... 2 Overview... 6 Timesheets... 7 Timesheet Entry... 7 Changing the Timesheet View... 7 Timesheet Statuses... 7 Adding New Entries for weekly and daily views... 8 Viewing and Editing Entries Completing Entries Entering Time for Another Staff Member Timesheet Approval Staff Approval Department Timesheet Approval Office Timesheet Approval Global Timesheet Approval Job Approval Weekly Timesheet Approval Classic Approval Expenses Receipt Capture Receipt Allocation From Receipt Capture From A Claim Staff Expenses Receipts My Expenses Chapter: Change History 3

4 Creating a Claim Expense For Others Expense Approvals For Approval Expense Posting Disbursements Disbursement Input Entering Invoices Allocations Batches Importing Disbursements Disbursement Posting Deposits Creating and Amending Deposits Leave Unallocated Allocate Entry Create an RFP Receipt Direct Debits and Standing Orders Drafting An Entry Posting An Entry Deferring An Entry Exporting DD Batches Posting DD linked to fees Unposted Deposits Unallocated Entries RFP Receipts Recurring Receipts Chapter: Change History 4

5 The Direct Debit Mandate Creating the recurring receipt Creating new Direct Debits Creating new Standing Orders Editing DD and SO Posting the Recurring Receipt DD Batches DRS Data Entry Journal Cheque Payment Adjustment RD cheque Edit WIP trans Chapter: Change History 5

6 OVERVIEW This document covers the Entry section within Practice Engine. It is aimed at any user who is required to input Timesheets, Expenses and Disbursements as well as anyone who is responsible for entering and allocating cash. Chapter: Overview 6

7 TIMESHEETS This section covers in detail the entry and approval of timesheets for an individual, department, office and organisation. TIMESHEET ENTRY There are currently three views of timesheets available within Practice Engine Weekly, Daily and Job. It is possible for an organisation to use a mixture of timesheet styles for different purposes. Organisations can set a default timesheet style that can be applied for new members of staff. Weekly timesheets are particularly useful for staff who perform the same type of work across the week. Daily timesheets are useful for staff who either need to include a large number of time entries for each day or whose time needs to be posted on a daily basis. The Job view for timesheets is useful for those organisations that track time at the task and role level of jobs. Timesheets can be accessed in three different ways. 1. Click on the Timesheet link from the Home menu. 2. Click the total of Outstanding timesheets, displayed on the Staff Dashboard 3. By selecting My Timesheet from the Entry menu. 4. Using the Popup Timesheet from the Home menu. The Popup Timesheet will open the timesheet in a separate browser tab. CHANGING THE TIMESHEET VIEW Users can change the timesheet view from the default set by the organisation to any of the styles allowed by the organisation. Click onto the View drop down option and select the style to be used. TIMESHEET STATUSES Timesheets with a status other than Active can be selected by clicking on the relevant tabs. Status Entry: Complete: Rejected: Approved: Posted: Description Any entries for the day or week that has been selected. This will show all entries regardless of the status Timesheet entries that have been marked as Complete. Timesheets that have been rejected at approval stage and can be re-activated and amended. Displays timesheet entries that have been completed and approved and are available for posting. Approved timesheets can only be reactivated by an approver reactivating them. Timesheet entries have had time entered, been completed, approved and posted. Chapter: Timesheets 7

8 ADDING NEW ENTRIES FOR WEEKLY AND DAILY VIEWS Clicking onto any of the launch points will open the Timesheets page, be default it will open to the current week/ day depending on the timesheet view selected. Click onto the New button to create a new entry. This will open the Timesheet Entry dialog window There the details of the timesheet entry can be input. Enter at least three characters of the client code or client name to display an autocomplete list. The results list will become more accurate as more characters are entered. Select the required client. TIMESHEET DETAILS Once the client has been selected it is then possible to enter details relating to the time. Field/ Button Service/ Job: Service/ Job Edit Button: Task: Out of Scope: Description A dropdown list that displays all the services available for the selected client. Allows existing services to be edited or non-engaged ones to be added to the client. It also allows the user to edit jobs against the client or add new jobs. This is dependent on the user having permissions to the relevant pages. A dropdown list that displays all the related tasks that the selected Job has attached to it. This field will only be visible if being used. This field is used to indicate whether the time entry is associated with work that has been agreed and budgeted for. If the work is not part of the scope of the job, it is possible to indicate it is out of scope and to identify an Out of Scope reason. By default, if a task is selected for a job the entry will be deemed as In Scope. If the job is not using Tasks then it is also deemed as In Scope. Analysis: Rate: Role: A dropdown list that displays all the Activities available for the service selected. A dropdown list that displays all the charge bands for which the staff member has valid charge rates. This field defaults to the default service charge band for the selected service, providing that one has been selected and is also valid and in the staff members list of charge bands. If it is not, the charge band that will appear in the field will be the default client charge band; again providing it is valid for the staff member inputting time. If neither the default service charge band nor the default client charge bands are used by the staff member, the charge band field will default to the first charge band which is valid for the staff member alphabetically. A notice will be displayed next to the charge band field explaining that the Default Charge Band is not available. If the job selected has roles set against it, select the role for which the Chapter: Timesheets 8

9 work has been completed as. Workflow Notes: Internal Notes: Hours: This field displays the Job Status, the Workflow Status and the current assigned staff member. Details for these are updated by clicking onto the Update button. This box accepts any narrative required to help in the billing process. A narrative field that can be used to hold notes for internal use only. These internal notes will not be shown on the billing guide or in the billing process. An input box that accepts the number of hours worked for the selected client, service, activity, job, and rate, on a particular date. This box can accept parts of hours, entered in the form of decimals. E.g. 1.1 hours is 66 minutes. The system can also be set to use Units. Time can be entered manually or a timer can be set running. The timer will only be displayed for the current day. Estimate to Complete: Location: Save: New: Next: Save and Complete: Cancel: This button allows the Estimate To Complete details to be updated. This button is only available if the selected client and job requires Estimate To Complete information. If being used, allows the user to set the location that the work was performed in. Options are available to Detect my location which will detect for this time only; or Auto Detect which will detect the location of the user s device whenever a time entry is created. Saves the entry and returns to the weekly timesheet overview. Use this option when entering a single entry or editing an entry. Saves the entry and opens a new blank timesheet entry page. Use this option when needing to add another entry for a different client. Saves the entry and opens a new timesheet entry page for the same client. Use this option when multiple entries are required for the same client with different details such as job, task, analysis code or narrative. Saves the entry and marks it as Complete Discards and changes that have been made. Note: If the option to enforce Job Level Budgets has been selected and a budget has been set against the selected job that time is being entered against which exceeds that budget an error message will be displayed this timesheet cannot be saved as it would exceed the Job Budget preventing any time being entered against that job. It is also possible to create a new entry from the last entry created. Click onto the action menu on the New button. Select From Last. A new entry dialog will be displayed with the last entries details. Edit the entry as required and Save. Chapter: Timesheets 9

10 COPYING ENTRIES Entries that have already been added to the timesheet can be copied and added to other days and other weeks. Click onto the Actions menu of the entry to be copied. Select Copy. The entry will be briefly displayed as highlighted to indicate that the entry has been copied to the clipboard. Click onto the action menu on the New button. Select From Copy. A new entry dialog will be displayed with the copied details. Edit the entry as required and Save. USING THE SUGGESTIONS OPTION The Suggestions panel will display suggested entries for the user based on scheduled jobs and tasks, clients that have been viewed, events as well as timesheet favourites. Click onto the Suggestion icon to open the Suggestions panel. The Suggestion panel is split into two views Suggestions and Favourites. Each item can be expanded to view the details. The detail can then be dragged and dropped onto the timesheet to create a new entry for the suggestion with a suggested time already entered. Entries can be marked as Favourites by clicking onto the Star icon next to any existing entry. All favourites can be seen from the Favourites tab of the Suggestions panel. USING THE JOB VIEW The Job view is only for the entry of time against Jobs that are using tasks and roles and have analysis codes set on the tasks. New entries are added by clicking onto the New button. Enter the client and select the job from the drop down list. Note only valid jobs for the job view will be able to be selected. A new line will be added to the timesheet grid. Click onto the entry to open in panel view. A grid will be displayed allowing time to be entered against the task and role that it is applicable for. Additional information can be added to the entry by clicking onto the action menu icon. This will open a menu with the option to start a timer or to open the Edit Details dialog. All entries added in Job view can also be viewed and edited within the Daily or Weekly view. USING THE TIMER The timer will only appear on the current day. Entries can be added to the timesheet grid to create a work list. The timer can be started from within the entry or from within the grid itself. Click onto the Play icon to start the timer running. The timer will continue to run even if the user navigates away from the timesheet entry page. Only one timer can be running at any one time. Chapter: Timesheets 10

11 VIEWING AND EDITING ENTRIES Timesheet entries can be amended up to the point that they are posted. Approved entries would need to be activated before amendments can be made. Approvers have the ability to activate timesheet entries from the Staff and Job Approval screens. To Edit an Active entry, open the entry from the timesheet grid by clicking on it. The Entry will open in Panel View. Clicking onto an entry within the timesheet gird will open the entry in panel view. Make any changes required and click onto Save. Complete entries need to be activated if changes to any of the details need to be made. Click onto the Activate button to activate the form. Make any changes required and click onto Save. If the only change required is to add additional time to a different day within the Week view, then the entry does not need to be activated. Enter the additional time, tab out of the field and click onto Save. Edited Complete entries will take the entry back to an Active status and will need to be marked as Complete again. COMPLETING ENTRIES Entries need to be marked as Complete which will allow them to be Approved or Posted depending on the system set up. They cannot be marked as Complete until all required information has been completed Client, Job, Analysis and Time. Once all of the information has been entered the entry will appear white within the timesheet grid. Entries displayed in red indicate that there is missing information. Entries can be marked as Complete individually or as a bulk process. To mark individual entries as Complete, select Complete from the Actions menu. Entries can also be marked as Complete as soon as they are entered using the Save & Complete button. They can also be marked as Complete from the Panel view using the Complete button: Entries can be marked as Complete in bulk using the Complete All option. This will mark all entries that have the required information as Complete. Some users may see the action of Release instead of Complete. This will occur when automatic timesheet posting has been turned on and the staff member s timesheets do not require approval. CLASSIC APPROVAL COMPLETE OPTION For systems that have turned on Classic Approval, users will see a Complete button appear on the timesheet header when the target hours have been reached. Chapter: Timesheets 11

12 Users will need to click onto the Complete button to mark the whole timesheet as Complete where it will then be available for approval through the Classic Approval screens. Clicking onto the Complete button will mark all entries for the header as Complete. For weeks that include two timesheet headers, the user will see two Complete buttons, one for each header. Each Complete button will only mark the entries within the associated header as Complete. TIMESHEET LOCATIONS (US ONLY) Timesheet locations are used to track where work has been performed. Each staff member can have a default location set against their staff record. By default this is applied to all time entries, but can be changed. See Locations within Adding New Entries for further details of locations. THE POPUP TIMESHEET The Popup Timesheet provides a way of keeping a timesheet open throughout the day so that time entries can be made as they are completed. The Popup timesheet can be found as a link on the Home menu This opens the timesheet in a separate browser tab/ window. ENTERING TIME FOR ANOTHER STAFF MEMBER Timesheet entry, completion and approval are available for other staff member s timesheets if the relevant permissions have been granted. This can be done from the Others refiner. Staff will only be able to search for staff within their Department, Office or Globally depending on permission. The page will initially display all entries for the selected day/ week, but can be filtered using the Staff search field. Once a staff member has been searched for, the New Entry button will be activated allowing the staff member to enter time for the selected staff member. TIMESHEET APPROVAL Approving timesheets is the process of confirming that the time entered against a client is valid and can be posted and billed. It is a final check before the time is posted, since once posted, timesheet entries cannot be changed. Timesheet Approval can be granted at the user level for individual staff, the job level, the department level, the office level or on a global level. Note: It is possible, by adjusting the transaction settings, to allow posting upon the Complete status, however, it is highly recommended that the Approved status is used to ensure smooth processing. Chapter: Timesheets 12

13 In order to Approve a timesheet it must have a status of Complete and the staff member who is to approve the timesheet must have the relevant permissions granted. STAFF APPROVAL Staff Approval allows team leaders/ managers to be set up to approve their team s timesheets. Time awaiting approval can be accessed from two locations: The Timesheet dashlet on the Staff Dashboard has a link to Timesheets For Approval. Clicking onto the number of timesheets waiting for approval will navigate through to the approval pages. From the My Timesheet pages, there is a Refiner for Staff Approvals. Both options will display the Staff Approval page. The page displays a list of Staff that the approver has permission to approve. The list of staff can be filtered using the Department and Office filters at the top of the page. It is also possible to search for an individual staff member using the search field under the Department and Office filters. By default all entries up to the period end will be displayed. The date can be adjusted using the date picker. Entries can be approved at different levels. There is an option to Approve All entries for All filtered staff. There is also an option to Approve All entries for a selected staff member. Entries can also be approved at the group level detail. The Group By drop down, allows the time entries for the selected staff member to be grouped and displayed By Client, By Job or at the detail level (without grouping). The Approve option at the top grouping level will Approve all entries for that group. Entries can also be individually approved as required. At the detail level, it is also possible for the approver to Edit the entry if they have the appropriate permissions. This allows the approver to make any change that may be required to the entry or to view the entry in more detail. The approver can then either Save the entry, Save and Complete the entry or Reject without Saving. Entries can also be rejected at each of the levels described for approving. A Rejection Reason must be included when rejecting entries. Rejected entries trigger an to be sent to the staff member affected. Rejected entries can be seen in the Rejected refiner of My Timesheets and will also be displayed in the Timesheets dashlet as a link to Rejected Timesheets. Rejection reasons are displayed on the entry for the user to review. Chapter: Timesheets 13

14 DEPARTMENT TIMESHEET APPROVAL Department Timesheet approval allows a manager to approve any time entries of staff belonging to the same department. If a staff member has Department Timesheet Approval they will only be able to see their own department in the Staff Approval pages. OFFICE TIMESHEET APPROVAL Office Timesheet approval allows an office manager to approve any times entries of staff belonging to the same office. If a staff member has Office Timesheet Approval they will only be able to see their own Office in the Staff Approval pages. GLOBAL TIMESHEET APPROVAL Global Timesheet approval allows a system administrator to approve any time entries. JOB APPROVAL Job Approval allows Job Managers to approve any time that has been put against their jobs. The approval page work in a similar way to the Staff Approval page the key difference is that entries are filtered by job rather than by staff member. WEEKLY TIMESHEET APPROVAL The Weekly Approval tab displays all staff who have complete timesheets for a particular week and have met their target hours. The logged in staff member will only see the timesheets of staff that they have approval rights to based on Manager Approval, Department, Office or Global approval. CLASSIC APPROVAL This page will only be displayed if Classic Approval has been turned on within the Settings page of Timesheet Administration. Classic Approval allows approvers to approve Complete timesheet headers. This is different from Weekly approval as a week may have two timesheet headers when the month end falls mid week. Timesheets will only be displayed on the Classic Approval page if the staff member has marked their timesheet as Complete using the Complete button which appears once the target hours have been reached. By default, all timesheets that are Ready For Approval will be displayed. The Timesheets can be filtered by Department and Office. A Week selector allows the approver to select the Timesheet Header period that requires approval. Chapter: Timesheets 14

15 Each complete timesheet will be displayed within the grid. Clicking onto a line will open the timesheet as an inline view to display the details for the entries, split into Chargeable and Non Chargeable time. The Actions menu allows for the timesheet to be Approved or Rejected. Changing the Which Are drop down to Not Ready For Approval will display all timesheet headers that are not Complete for the selected Timesheet period. Chapter: Timesheets 15

16 ACTIVATING APPROVED TIME Time that has already been approved but not posted can be activated for editing. On both the Staff Approval and Job approval pages, the default is to show Time ready for approval. This option can be changed to display Approved Time, which then allows the approver to Activate or Reject entries. The activated entries will be found on the relevant day as Complete entries which can be activated by the user and edited as required. Chapter: Timesheets 16

17 EXPENSES Expenses can be used to track staff outlay against clients and non-chargeable clients. This section covers in detail the entry and approval of expenses for an individual and others. Expenses can be accessed from either the Timesheets dashlet on the Staff Dashboard or by selecting Staff Expenses through the Entry menu. There are different ways to access and maintain expenses. This document steps through the process starting with an individual receipt, but users could start the process from a new claim. RECEIPT CAPTURE Receipt capture is the first stage to entering expenses. Receipt capture can occur from the Receipt Capture page in the Entry menu, it can also occur from the Staff Expenses page of the Entry menu and from within a claim itself. Selecting Receipt Capture from the entry menu, or Add Receipt from the Staff Expenses page will display a page where the receipt details can be entered. The page contains 3 mandatory fields which are highlighted in red Supplier, Description and Image. Only one of these fields needs to be entered however. The Staff field auto populates with the staff members name. Enter a Supplier. This helps in identifying the receipt when the expenses are approved. The Supplier field will remember previously entered values for the user to create an autocomplete list. Tags allow the receipt to be grouped with others. Tags are used on the Unattached Receipts page to filter receipts. Enter any tags that may be useful to sort the receipt by. Tags are saved for each user/ device so that they can be reused. Enter a description for the receipt. This provides the approver with more information. The Date will default to the current date, but can be changed to reflect the date of the actual receipt. Click into the date field to display a date picker to choose a new date. Use the Browse option to either browse to a saved image or if using on a mobile device to activate the device camera to capture the receipt image. Once an image has been attached it will be displayed in the Receipt Preview pane to the right hand side of the details. The Voucher Attached field will automatically become checked if an image is uploaded. However this field can also be manually checked to indicate that a physical receipt will be provided. If the receipt is for a foreign currency amount, select the currency the receipt is in. Once a different currency to the base system has been selected an additional field for the Foreign Amount will be displayed. This is for information purposes and will not calculate the local currency amount. Enter the Net amount for the receipt. Chapter: Expenses 17

18 Select the VAT rate to be applied to the receipt. The VAT amount will be calculated based on the entered amount in the Net field if a NET amount has been entered. The Gross amount will be calculated based on the total of the Net and VAT amounts. Alternatively a Gross amount can be entered and the NET and VAT amounts will be calculated. If required, enter the Payment Method and a reference. Click onto the Save button. The user will be returned to the Receipts page. There is also an option to Save and Allocate. This is from the actions menu to the side of the Save button. The receipt will be saved and the Allocation screen will be displayed. Allocations can be entered at this point as described in the section below. RECEIPT ALLOCATION Receipts allocation allows the receipt to be put against a client, multiple clients or a non-chargeable client. All allocations work in the same way and can be performed as part of the Receipt Capture or when creating the claim. FROM RECEIPT CAPTURE The Allocation page will be displayed after the initial details of the receipt have been captured and the Save and Allocate option is used. Click into the Client field and start to type the client code or client name. An autocomplete list of matching clients will be displayed once at least 3 characters have been entered. Select the client the allocation is to be entered against. Select the Job to match the allocation against. Select the Expense Code. These categorise the type of expense that has been incurred. The VAT Rate will default to the rate that has been set up against the Expense Code, but can be changed if required. Enter the NET amount for the allocation line. The Tax and Gross amounts will be calculated. This process can be repeated to allow allocation of a receipt against the same client with different allocation details (e.g a different job) or against a different client. To create an allocation line against the same client, click onto the +Same Client/ Job button. To create an allocation line for a different client, click onto the +New Blank Line button. Click onto the Save button once all allocation lines have been entered. Use the Expense List button to return to the Staff Expenses page. Chapter: Expenses 18

19 FROM A CLAIM Receipt Allocation can also be completed from the Claim itself. This will be covered in the next section. STAFF EXPENSES The Staff Expenses page can be found on the Entry menu. This page consists of Receipts, My Expenses and if the user has permissions, For Approval, Others and Posting. Note: Some pages, such as Claims will not display on small screen devices. RECEIPTS The Receipts page displays all captured receipts that have not been added to a Claim. It is also possible to add new receipts from this page. New receipts can be added by using the +Add Receipt button. The Receipt Capture page will be displayed. Unattached Receipts can be filtered by the tags that have been entered, using the Filter By Tag drop down. Each Receipt displays Supplier Details, Receipt Amount, Allocated Amount, Receipt Date and Description. Receipts can be edited or deleted clicking onto the receipt will display the options to either Edit or Delete the receipt. To cancel, click onto the receipt image. Note: Deleting a receipt will remove it entirely from the system. Chapter: Expenses 19

20 MY EXPENSES The My Expenses page lists all Expense Claims for the staff member. Claims are refined y the statuses of Active, Complete, approved, Rejected and Posted. CREATING A CLAIM Click onto the New Claim button. Enter a Description and click onto Save. The Save button will change to display two new buttons of Submit and Abandon. SELECTING/ ADDING RECEIPTS TO THE CLAIM Receipts that have already been captured can be added to the claim. Click onto the Select Receipts button. A list of available Unattached Receipts will be displayed. Click onto the receipts that are to be included on the Claim. Click onto the Add Selected Receipts button. It is also possible to capture new receipts directly against the claim. Click onto the Add Receipt button which is located next to the Select Receipts button. This will open the Capture Receipt page where a new receipt can be captured as described in the section earlier in this document. EDITING RECEIPTS Receipt details can be edited from within the claim. Click onto the receipt to be edited and select Edit from the available option. The Edit Receipt dialog will be displayed where any changes that are required can be entered and then saved. GROUPING RECEIPTS Receipts can be grouped together to allow multiple receipts to be allocated against a single allocation line. Click onto the first receipt to be grouped and select Group from the available options. Click onto the additional receipts that are to be grouped together. The receipts will be displayed with grouped ordinals to indicate which group they belong to, as well as group total information. Receipts can be ungrouped by clicking onto the group. Select the receipt that is to be removed from the group. Chapter: Expenses 20

21 REMOVING OR DELETING RECEIPTS Receipts can be removed from the claim and returned to the list of Unattached Receipts. If a Receipt is deleted, it is deleted completely from the system. ALLOCATING RECEIPTS FROM WITHIN THE CLAIM If a receipt has not been allocated at the time of the capture, it can be allocated when completing the claim. Click onto the +New Line button to enter a new allocation line. Select the receipt or group of receipts that the allocation is for. Enter the client name or client code. A minimum of 3 characters must be entered. The autocomplete will display an initial set of results. The list of results will be refined as additional characters are entered. Once a client has been selected, a list of available jobs will be displayed. Select the job that the allocation is for. Select the required Expense code (analysis code). This is used to determine the correct VAT/ Tax rate (if set up to do so). Adjust the VAT rate if required. Enter a NET amount for the allocation. The system will use the selected VAT rate to calculate the VAT and Gross amount. The VAT amount can be changed if required. This will NOT affect the entered NET amount, but the Gross amount will update to reflect the change. Click onto the Add button to save the allocation line. Repeat the process for any additional allocations required. UNIT BASED ALLOCATIONS Unit based allocations are used for items such as mileage, postage, photocopying. They allow a user to enter the number of units and the system will calculate the amounts based on information already set up on the system. Click onto the +New Line button to add a new unit based allocation. A New Allocation dialog will be displayed. If the system has been set up to allow receipts against Unit Based Allocation, there will be an option to select a receipt. For information relating to setting this up, please refer to the System Administration Administrators Guide. Enter a description for the allocation. Chapter: Expenses 21

22 The Date will default to the current date but can be changed. Enter the Client name or client code into the client field. Select the job that the allocation is to be put against. Select the Expense code from the Allocate To field. Some unit based allocations may have different rates, e.g. different mileage rates based on car size. Select the appropriate rate for the allocation. Enter the number of units. The system will use the selected rate and the entered units to calculate the NET amount. The VAT amount can be adjusted as necessary. This will update the Gross amount but will not adjust the NET. Click onto Add to save the entry. SUBMITTING THE EXPENSE CLAIM The Expense claim can be submitted ready for approval by clicking onto the Submit button. Once submitted it will appear under the Complete refiner of the My Expenses page. Expense claims can be reactivated if they have a status of Complete or Rejected. EXPENSE FOR OTHERS Expenses can be entered and maintained for other staff members, from the Others page, if a user has the correct permissions. This page allows a claim for another person to be created by clicking onto the New Claim button. A new claim form will be displayed as detailed in the sections earlier in the document. To create the claim for a different staff member, enter a staff name into the search field for staff Expense Claim For, overtyping any name that is already displayed. Add Receipts and Allocation information and click onto Save to save the claim for the other staff member. Chapter: Expenses 22

23 EXPENSE APPROVALS Expenses must be approved before they can be posted. Expenses approvals will be displayed within the My Expenses page for users who have the correct permissions. FOR APPROVAL The For Approval refiner will display all Expense Claims that the user has permission to approve. The Search field allows for a particular Expense Claim to be searched for. Click onto the Open Claim link to open the person s claim and view the entries and allocation. Clicking onto the Action menu will display the option to Approve the claim without opening it. Opening the claim will display all attached receipts for the staff member, the allocations attached to the receipts and any unit allocations for items such as mileage. If the staff member has indicated that there is a physical paper receipt it will be displayed as a manual receipt. When reviewing the expense form the available options are: Approve this option will approve this expense form ready for posting. Reject this will mark the expense form as rejected and place it into the Rejected tab of the staff member s expenses. It is advisable to include a comment when rejecting an expense form to inform the staff member of the reasons why. Activate this will reactivate the complete timesheet and put it back into the Complete section of the staff member s expenses. Close this will close expense form and leave it in its current state. Print this will provide a link to open or save the expense report. DEPARTMENT EXPENSE APPROVAL Department Expense approval is completed from the For Approval page as described above. OFFICE EXPENSE APPROVAL Office Expense approval is completed from the For Approval page as described above. GLOBAL EXPENSE APPROVAL Global Expense approval is completed from the For Approval page as described above. Chapter: Expenses 23

24 EXPENSE POSTING Expenses are posted from the Posting tab of the Staff Expenses page. Once a claim has been approved, it can then be posted. The expense Posting tab can be found on the main Staff Expenses page if the user has the relevant permissions. Clicking on the Posting tab displays two tabs Claim Selection and Posting. Claim Selection lists all the current approved expense claims. Select the claims that are to be posted. This can either be done individually by clicking onto each line, or can be done using the Add to List button. The Search facility will also allow the claim list to be refined before the claims are added to the list in bulk. Individual claims can be removed by clicking onto them as required. Select the Posting tab, which will display all of the selected claims. Claims can be removed from here if necessary. Click onto the Post button to post the selected claims. A posting monitor dialog will appear with the status of the posting process. Chapter: Expenses 24

25 DISBURSEMENTS This section provides an explanation of how disbursements are different to expenses and provides information on the input and posting of the disbursements. Disbursements are amounts that have been incurred and are required to be recharged to a client. Any amounts that are incurred by a staff member are classed as expenses and should be entered as Expense entries. Disbursements allow for the input of any other amount that has been incurred by the organisation but not by an individual staff member. The Disbursements option is located on the Entry menu. DISBURSEMENT INPUT The main disbursements page, which can be found on the Entry menu, displays three refiners (based on permissions) Invoices, Batches and Posting. Disbursements input is similar to Expenses but with additional functionality of being able to import batches from an Excel spreadsheet. ENTERING INVOICES The Invoices tab works in a similar way to the Unallocated Receipts within Expenses. This page displays all entered invoices that have not been added to a batch. It is also possible to add new invoices/ receipts from this page. Click onto the Add Receipt button. The Disbursement capture page will be displayed. This is the same as the Expense capture page with the addition of the Office field. The page contains 3 mandatory fields which are highlighted in red Supplier, Description and Image. Only one of these fields needs to be entered however. The Office field is a drop down that lists the available offices. The Staff field auto populates with the staff members name. Enter a Supplier. This helps in identifying the invoice/receipt. The Supplier field will remember previously entered values for the user to create an autocomplete list. Tags allow the invoice/ receipt to be grouped with others. Tags are used on the Invoices page to filter invoices/receipts. Enter any tags that may be useful to sort the invoice/ receipt by. Enter a description for the receipt. The Date will default to the current date, but can be changed to reflect the date of the actual receipt. Click into the date field to display a date picker to choose a new date. Use the Browse option to either browse to a saved image or if using on a mobile device to activate the device camera to capture the invoice/receipt image. Once an image has been attached it will be displayed in the Receipt Preview pane to the right hand side of the details. Chapter: Disbursements 25

26 The Voucher Attached field will automatically become checked if an image is uploaded. However, this field can also be manually checked to indicate that a physical receipt will be provided. Enter the Net amount for the receipt. Select the VAT rate to be applied to the receipt. The VAT amount will be calculated based on the entered amount in the Net field if a NET amount has been entered. The Gross amount will be calculated based on the total of the Net and VAT amounts. Alternatively, a Gross amount can be entered, and the NET and VAT amounts will be calculated. If required, enter the Payment Method and a Reference. Click onto the Save button. The invoice/ receipt will be saved, and the Allocation screen will be displayed. Allocations can be entered at this point as described in the section below. Alternatively use the Expense List button to return to the Invoices page. Unattached Invoices can be filtered by the tags that have been entered, using the Filter By Tag drop down. Each Invoice displays the Supplier Details, Invoice Amount, Allocated Amount, Receipt Date and Description. Receipts can be edited or deleted click onto the receipt to edit or delete and select the required option. To cancel, click onto the invoice image. ALLOCATIONS Invoice/ receipts allocation allows the invoice/receipt to be put against a client, multiple clients or a non-chargeable client. All allocations work in the same way and can be performed as part of the capture process or when creating the batch. FROM ADD INVOICE/ RECEIPT The Allocation page will be displayed after the initial details of the invoice/ receipt have been entered and saved. Click into the Client field and start to type the client code or client name. An autocomplete list of matching clients will be displayed once at least 3 characters have been entered. Select the client the allocation is to be entered against. Select the Job to match the allocation against. Select the Expense Code. These categorise the type of expense that has been incurred. The VAT Rate will default to the rate that has been set up against the Expense Code, but can be changed if required. Enter the NET amount for the allocation line. The Tax and Gross amounts will be calculated. Chapter: Disbursements 26

27 This process can be repeated to allow allocation of an invoice/receipt against the same client with different allocation details (e.g a different job) or against a different client. To create an allocation line against the same client, click onto the +Same Client/ Job button. To create an allocation line for a different client, click onto the +New Blank Line button. Click onto the Save button once all allocation lines have been entered. Use the Expense List button to return to the Invoices page. FROM A BATCH Allocations can also be completed from the Batch itself. This will be covered in the next section. BATCHES The Batches page lists all batches for the staff member, this will also include batches entered by others. Batches are refined by the statuses of Active, Complete and Posted. Note: Some pages, such as Claims will not display on small screen devices. CREATING A BATCH Click onto the New Batch button. Enter a Description and click onto Save. The Save button will change to display two new buttons of Submit and Abandon. SELECTING/ ADDING INVOICES TO THE BATCH Receipts that have already been captured can be added to the claim. Click onto the Select Receipts button. A list of available Unattached Invoices will be displayed. Click onto the invoices that are to be included on the Batch. Click onto the Add Selected Receipts button. It is also possible to capture new invoices directly against the claim. Click onto the Add Receipt button which is located next to the Select Receipts button. This will open the Capture page where a new invoice can be captured as described in the section earlier in this document. EDITING INVOICES Invoice details can be edited from within the batch. Click onto the invoice to be edited and select Edit from the available options. Chapter: Disbursements 27

28 The Edit Receipt dialog will be displayed where any changes that are required can be entered and then saved. GROUPING INVOICES Invoices can be grouped together to allow multiple receipts to be allocated against a single allocation line. Click onto the first invoice to be grouped and select Group from the options displayed. Click onto the additional invoices that are to be grouped together. The invoices will be displayed with grouped ordinals to indicate which group they belong to, as well as group total information Invoices can be ungrouped by clicking onto the group and selecting the invoice that is to be removed from the group. REMOVING OR DELETING INVOICES Invoices can be removed from the batch and returned to the list of Unattached Invoices. If an Invoice is deleted, it is deleted completely from the system. ALLOCATING INVOICES FROM WITHIN THE BATCH If an invoice has not been allocated at the time of the capture, it can be allocated when completing the batch. Click onto the +Allocation button to enter a new allocation line. Select the invoice or group of invoices that the allocation is for. Enter the client name or client code. A minimum of 3 characters must be entered. The autocomplete will display an initial set of results. The list of results will be refined as additional characters are entered. Once a client has been selected, a list of available jobs will be displayed. Select the job that the allocation is for. Select the required Expense code (analysis code). This is used to determine the correct VAT/ Tax rate (if set up to do so). Adjust the VAT rate if required. Enter a NET amount for the allocation. The system will use the selected VAT rate to calculate the VAT and Gross amount. The VAT amount can be changed if required. This will NOT affect the entered NET amount, but the Gross amount will update to reflect the change. Click onto the Add button to save the allocation line. Repeat the process for any additional allocations required. Chapter: Disbursements 28

29 UNIT BASED ALLOCATIONS Unit based allocations are used for items such as mileage, postage, photocopying. They allow a user to enter the number of units and the system will calculate the amounts based on information already set up on the system. Click onto the +New Line button to add a new unit based allocation. A New Allocation dialog will be displayed. If the system has been set up to allow receipts against Unit Based Allocation, there will be an option to select a receipt. For information relating to setting this up, please refer to the System Administration Administrators Guide. Enter a description for the allocation. The Date will default to the current date but can be changed. Enter the Client name or client code into the client field. Select the job that the allocation is to be put against. Select the Expense code from the Allocate To field. Some unit based allocations may have different rates, e.g. different mileage rates based on car size. Select the appropriate rate for the allocation. Enter the number of units. The system will use the selected rate and the entered units to calculate the NET amount. The VAT amount can be adjusted as necessary. This will update the Gross amount but will not adjust the NET. Click onto Add to save the entry. SUBMITTING THE BATCH The disbursement batch can be submitted ready for posting by clicking onto the Submit button. Once submitted it will appear under the Complete refiner of the Batches page. Batches can be reactivated if they have a status of Complete. Chapter: Disbursements 29

30 IMPORTING DISBURSEMENTS. Disbursements can also be imported from an excel spreadsheet to form a batch. Click on to the Import Batch button to open a page that allows you to browse to the location of the spreadsheet, select the office that the batch is for, and enter a description for the batch. Click onto Import to set the field mappings for the import. The Import process will read the column headings on the spreadsheet and create a list of fields that then need to be mapped to the available fields within the Invoice capture. Map the fields using the drop down lists. Where possible the system will auto detect the mappings. Click onto the Import button to complete the process. Once imported the batch will show within the Active Disbursements tab and can be completed and posted as normal. The disbursement import CSV file must take the following comma separated entries. Column headings are required in the input CSV file. Either Supplier or Reference must be filled out, along with the other mandatory fields. Field Date: Description: Client: Service: Job: Disb: Qty: Amount: VAT: Supplier: Reference: Description Date in the format dd/mm/yyyy (Mandatory) Free form text description NOT containing the characters or (Mandatory) Client Code. (Mandatory) The service code from tblclientservices.servindex. Mandatory and must be valid for the client. The job code from tbljob_header.job_code. Can be left blank and must be valid for the client if filled out. The Disbursement code from tbltimechargecode.chargecode that s a Disbursement and valid on the selected ServIndex. (Mandatory) 0 for non-unit based disbursement codes. Decimal monetary value to 2 decimal places. (Mandatory) Decimal monetary value to 2 decimal places. Free form text. Either Supplier or Reference must be filled out. Free form text. Either Supplier or Reference must be filled out. Chapter: Disbursements 30

31 DISBURSEMENT POSTING. Once a batch has been completed, it can then be posted. The disbursement Posting tab can be found on the main Disbursements page. Clicking on the Posting tab displays two tabs Claim Selection and Posting. Claim Selection lists all the current completed disbursement batches. Select the batches that require to be posted. This can either be done individually by clicking onto each line, or can be done using the Add to List button. The Search facility will also allow the batch list to be refined before the batches are added to the list in bulk. Individual batches can be removed by clicking onto them as required. Select the Posting tab, which will display all of the selected batches. Batches can be removed from here if necessary. Click onto the Post button to post the selected batches. A posting monitor dialog will appear with the status of the posting process. Chapter: Disbursements 31

32 DEPOSITS Deposits are entries used to record money received. They are normally recorded against a client s debtor record. Deposits are created from the Deposits page on the Entry menu. CREATING AND AMENDING DEPOSITS Before any Deposit can be created, the bank into which the deposit is to be entered needs to be selected. By default the open period will be shown, but a future period may be selected. Note: Deposits cannot be entered into closed periods. Note: If the Transaction Setting Restrict To Current Period has been selected, deposits can t be entered into future periods. Any deposits that have already been created in the period will be displayed. Click onto an existing deposit will allow you to view or edit it. You are only able to edit active deposits. New deposits are created by using the New button. The subsequent screen will allow you to input the header details for the deposit. A reference must be entered before you can click onto OK. The Reference can be anything and is generally used to identify the items on the deposit. E.G the bank reference, the type of items on the deposit cash, cheques etc, the initials of the person entering the data. If the multi currency option within Practice Engine is being used then there will also be a choice of the currency that this deposit will be using. Once all of the details have been entered click onto OK to create the deposit header. The deposit entries can then be created by clicking onto the New button. It is also possible to edit existing Unposted entries by clicking onto the required entry. The details of the entry can then be filled out or amended as required. The table below provides further information: Chapter: Deposits 32