Expense Management

The following part is one module of Matteroom introduction, Expense Management.

Expense

New/Edit/Delete

Click Add to create a new expense

Select the receipt type first, such as VAT Special Invoice

A New Expense will pop up subsequently, with selected option or regularly used ones filled in automatically, such as Receipt Type, Owner, Date, Currency, Office, Billable Checked, Type, and so on. Most of them can be updated according to the actual needs. Please note the fields marked with *, which are required for new Expense.

Click Save with necessary fields are filled to add a new expense.

If more than one expenses needed, please click Save and Create New, With expense created and saved well, a new expense form will pop up and available to add.

For Matter, Client, Expense Category, task code field, you can enter field value via keyword in a quick way.

Enter keyword first, related options with same keyword will pop up as alternatives for you to choose.

You can also get available options via one click in corresponding field and fill in by select option directly.

Take Matter/Charge Code field for example, enter xx in the field box, Matters with xx will pop up. Click the desired matter name, it will fill in Matter field automatically, corresponding Client will auto fill in Client field.

Click in the Matter field, Recent Matter list will pop up and provide for you to choose, this also works for Expense Category, task code field.

Attachment   Click “+” or drag files directly to upload receipt in expense.

OCR Receipt

Manual Entry will be selected instead if choose Manual Entry option in “How do you want to enter the receipt data?”

OCR can scan the receipt info and fill in Description automatically. You can also update this as needed.

Filter

Expense List matched to selected drop-down option will display by default in Expense Panel. You can add regularly used option, such as Recent Expense to pin, then Recent Expense will display by default in Expense Panel.

You can also use Filter to quick search Expense in specific condition(s) .

Click  on the right of the page, then you can select the expected condition or using keyword in Filter to search Expense. The result will list on the left of the filter.

The Difference Between Expiring and Expired

With one click for Expiring or Expired in Expense Panel, you will go and view the page with Expiring or Expired Expense List directly.

Expiring

Click Expiring option in orange, you can see all the Expiring Expenses in Expiring Expense List.

Expenses with the orange icon indicates you have less than 90 days for you to submit the expenses via expense report according to your company's accounting policy, you may hover onto the icon of an expense to see how many days left before it gets expired.

Expired

Click Expired option in red, you can see all the Expired Expenses in Expired Expense List.

Expenses with the red icon indicates that you have missed the deadline submitting the expenses according to your company's accounting policy. Expenses should be submitted via Expense Report within 180 days from the expense occurring date.

Expense Report

New/Edit/Delete 【Collection of Expense Items】

Switch to “Expense Report” list page via “Expense Reports” option under Expense. Create New Expense Report by click Create button on the top right of page.

Fill in the relevant information in the New Expense Report pop-up window. For the fields with * are the Mandatory Info you need to fill.     

Matter Type There are two types of Matter, Client Matter and Public Matter. Client Matter is selected by default in the New Expense Report Form. This can also be updated to Public Matter option as needed.

Report Name Using Expense Report Owner and Time (YYMMDD) as default Report Name, which can also be updated.

Matter & Client Select the Matter that Expense Report belongs to, matched Client info will auto fill in Client field.

Fields for Office, Owner, Type are auto filled in by default. Please modify or update as required.

Office The place where to reimburse. Expense will be reimbursed according to office currency. If different currencies are involved, it will be automatically converted into office currency.

Type: Reimbursement or Corporate Card

Description: Expense Report description, which need to input manually.

Expense Category: support one or more options.

Date Range: Date Range of Expense. All dates, Last Month, This Month and Custom date are supported.

After completing the above fields, the bottom of the new expense report pop-up window will retrieve and display all unreimbursed expense items, then select the expense item(s)  need to be reimbursed and select Save & Next or Save (from drop-down list under Save & Next) .

Choose Save & Next, New Expense Report will be created successfully, with Choose Approver pops up. Select Approver, Submit.

If you choose save (the Expense Report status will be in draft status after saving), you need to submit the expense report through the submit button on the upper right corner of the expense report details page or the drop-down triangle button on the right side of the expense report list page.

Approval Process

After Expense Report is submitted, it will be in pending status. There is a Blue Mark on the left of Expense Report Card in Expense Report List.

For different status Expense Report, you can see corresponding color on the left of Expense Report Card.

Blue indicates the expense reports in Pending status, waiting for Approval

Green indicates the expense reports in approved status, which have been Approved

Dark Green indicates the expense report in Reimbursed status, which have been Reimbursed

Grey indicates the expense reports in Draft status, which have been created and Saved

Dark Grey indicates the expense reports in Voided status, which have been Voided.

Red indicates the expense reports in Rejected status, which have been Rejected.

For Expense Report in Draft Status, can use options under drop down list, such as Edit, Submit or Delete to proceed the next step.

After expense report is submitted, while needs modification, submitter can withdraw expense report by Click Withdraw option from drop down list on the right of expense report. This can also be done by click Withdraw option on the top of expense report detail page.

Approver can select Review option to review expense report in detail page, select desired option on the top of expense report. To Approve, Reject expense report.

For the ones that have been approved, can be updated to Reimburse status.

Expense Report can be Rejected by click Reject option on the top of expense report detail page, fill in the reject reason in the pop-up window, then Confirm. Expense Report will be in Rejected status.

The owner of expense report can view and check this expense report in Reject status, Edit Rejected Expense Report in expense report detail page, and resubmit it until it is approved and in Reimburse status (The whole process is ended in Reimburse status ).

Download PDF

The approved expense report can be downloaded as a PDF. Click PDF option on the top right of page, to download PDF

Click Confirm option in the Export pop-up window to download PDF, with Including expense attachments selected by default. You can also uncheck the box in front of this option as required.