Project financials — Expenses

Availability

Overview

Accessing Expenses tab

To access the Expenses tab:

1. Open project details.
2. Click the Project Financials button ().
3. Select Expenses tab.

Expense bar chart  

The chart is a visualization tool that allows you to evaluate at a glance your project expenses and compare Actual vs. Estimate at Completion expenses. An example of expense bar chart is shown below:

Apart from total expenses, the chart displays non-billable, billable and invoiced expenses.

Log expenses

The Log Expenses section consists of two tabs:

• Actual (expenses)
• Planned (expenses)

Switch between them depending on which expense, actual or planned, you are going to log or edit.

The section is a grid with the following controls and fields.

Controls

Control	Description	Purpose/How to access
	Selection mode button	Use the button to select all, a single or several of logged expenses. To select ALL logged expenses, click the top checkbox. To select one or multiple expenses, click the respective checkboxes.
	Deletion button	Use the button to delete a logged expense.
	Add as actual expense	Use the button to add a planned expense as an actual one.
	Log expense button	Use the button to log an expense.
	Mark as Invoiced button	Use the button to mark a selected expense or group of expenses as invoiced. Becomes available at the top of the grid when at least one selection is made.

Fields

The grid consists of the following preset and custom fields/columns:

• # — ordinal number of the expense
• Date — the date of entry of the expense
• Amount — the amount logged as an expense
• Description — the description of the expense
• Billable — a two-value field (Yes/No) 
• Invoiced — a two-value field (Yes/No) 
• Receipt — field storing the receipt as an uploaded document
• Entered By — the name of the user who logged the expense
• Project / activity name — the project or activity for which the expense was logged
• Expense custom field 1, 2, etc. 

Deleting a single expense

To delete an expense:

1. Open Expenses tab in the project financials.
2. Place the mouse pointer on the row of the respective expense.
3. Click the deletion button () that appears in the left-most column. 
4. Confirm the deletion.

Batch deletion

To delete a group of expenses at once, proceed as follows:

1. Click to enable selection mode.
2. Select expenses to be deleted.
3. Click Delete on the batch operations panel above.
4. Confirm the deletion.

Marking multiple expenses as invoiced

You can mark a group of logged expenses as invoiced.

To mark invoiced one or multiple expenses:

1. Open Expenses tab in the project financials.
2. Click the selection mode button ().
3. Select the desired expenses by clicking respective checkboxes. To select all expenses, click the top checkbox.
4. Click 'Mark as Invoiced'. 

Converting planned expense to actual

You can convert a planned expense to actual one by the click of a button.

To convert a planned expense to actual one: 

1. Place the mouse pointer on the row of a planned expense.
2. Click the "Add as actual expense" button ().

EAC expenses

The Estimated at Completion is the amount of expenses which you are likely to have at the completion of the project, including both actual and planned expenses and excluding those that have been "cancelled out" as a result of planned-to-actual conversion.

You have 3 actual expenses:

1. $150

2. $200

3. $300

and 3 planned expenses:

1. $170

2. $200

3. $400

Also, actual expense 2 ($200) has been converted from planned expense 2.

As a result:

EAC Expenses = 150+200+300+170+400 = $1,220. 

Smaller display size case