Help - Expense Management

Expense Management

AceProject enables users to record expenses against a project or a task. Users can submit their expenses for approval to an administrator or any user with "Expense Approval" access rights on the given project. All expenses can be viewed in expense reports, which can also be exported to Excel for accounting or payroll use.

Usually, the expense tracking process is as follows:

Creating an Expense

Submitting an Expense for Approval

Approving Expenses

Producing Expense Reports

Creating an Expense

Whether users need to be reimbursed for restaurant bills, equipment, travel or anything else related to their work, users can be granted the privilege to create expenses and submit them for approval. An expense can be associated to a specific project or task. There are two areas from which you may create an expense in the interface, which are:

My Office -> Expenses -> My Expenses.
In the "Edit Task Information" page.

Submitting an Expense for Approval

Once created, an expense can be submitted for approval to an administrator or any user with the "Expense Approval" access right on the project.

Here is the procedure to do so:

From the "Approval Area", select an approver from the "Request Approval for Checked Items" drop-down.
Type in a custom message in the corresponding text box, if needed.
Click "Send Approval Request" to submit your expense to the selected approver.

Approving Expenses

Expenses submitted for approval can be viewed at both the project and portfolio levels, under "Expense Approval". Only users with the "Can Approve Expenses" access right can view these expenses.

Here is the procedure to approve a timesheet:

Depending on your access rights and your needs, go to the "Expense Approval" section, either under the open project or "Portfolio" tab. As an administrator, you can approve all expenses from all projects at once under the "Portfolio" tab.
A table will appear in which expenses will be grouped by user, in accordance with the filters applied. Approval can be performed on that page or you can view all expenses associated with a given user by clicking on the corresponding "Global Approval Status" link in order to approve expenses individually thereafter.
Check the expenses or group of expenses to approve or reject.
Select an approval status from the "Change checked expenses status to" drop-down.
Type in comments in the text box if needed.
Leave the "Notify" box checked if you wish to notify the user by email about the approval.
Click "Apply" to proceed.

*Once an expense is approved, it cannot be edited by the user thereafter.

Producing Expense Reports

Expense reports enable users to stay on top of your projects' costs.

Depending on their access rights, users can generate expense reports from several perspectives: a user can generate a personal expense report in the "My Office" section, a user with either the "Expense Approval" or the "Can See Financial Data" access right can generate an expense report at the project level and an administrator can generate an expense report for all projects in the "Portfolio" section.

Expense reports can be exported to Excel or CSV.