Action: Create Expenses

Action: Create Expenses


Expenses are a great way to capture utility bills, general expenses, credit card or petty cash purchases or staff reimbursements. You can even apply a mark up percentage to this purchase if your are on charging it to your customer. Once you select the Task or WBS applicable, QicWorks will automatically apply the mark up percent set against purchases to your expense item. You can then override this markup if necessary.

Alternatively if you are not on charging this expense, untick the Invoice Supplier field to enter $0.00 value for this item on your billable report. (The Actual report will still show your net cost value for this expense.)
Qic-Tip 
If you are recording a supplier invoice for goods that were purchased using a purchase order, the invoice needs to be entered as a Bill.
The costs associated with your Expense will be assigned to your Job Costings as soon as you Save or Push the Expense.
QicWorks will push your Expenses to your accounting software in Draft format.
Click on   Business   from the main menu, then click on   Expenses .  From the Action menu click Create Expense or click the New Expense button, top right of table.

Create an Expense

Navigate to create an expense. Here you can enter credit card purchases, staff reimbursements, petty cash purchases, general receipts and delivery dockets.


A      Navigation Breadcrumbs: Click on hyperlinks to jump to that screen.
B    Toggle Page Width: Click to increase or decrease the page width.
C     Action Menu: Click to return to your Expense management table.
D     Help Icons: Click on the information icon to open page tooltip help. Click on the book icon to open page help
E     Expense Header: Includes details such as expense type, Job, supplier, dates, reference and attachments.
F     Internal Information: Includes administrative notes and Invoice Customer checkbox.
G      Expense Items: Click on Add button to enter expense details.
H     Save, Push & Cancel Buttons   

Add Item 

Click on the   Add button   to expand and add an item. Once first item is entered, click add button to continue adding lines/items.


 Purchase Order Item Details

     Field Name
   Function
    Code
      Start typing to select item code (internal part number) from Pricing Tables. By entering this code, the item's description will prepopulate.
    Description
    Free text field to enter the item's description
     Quantity
     Quanity of item purchased
    UOM
   Unit of Measure for this item ie each, roll, m
     Unit Cost
   Cost per unit for this item
    Total
   Total value of this item
    Delete Icon
   Click delete icon to delete line
     WBS/Task
    Select how you wish to cost this item ie assign to a WBS or particular Task.

By selecting Task, QicWorks will automatically use the WBS assigned to the Task for Job Costings.

If the WBS has both Rates and Quoted financial values a toggle switch will appear for the user to select applicable rate.
   Markup
  Once the WBS has been selected, QicWorks will enter the default mark up value for that WBS. Users are then able to override this value if required.
  WBS Category Dropdown
  Allocate the cost of this purchase to Purchases, Indirect or Direct Labour, Subcontractor, Equipment or Material within your Job Financial reports.
   Chart of Account
   Select applicable Chart of Account. This is used to prepopulate your Bills and Delivery Dockets. Entering a Chart of Account is mandatory to push the data to your accounting software.
   Tax Code
   Select applicable Tax Code.   This is used to prepopulate your Bills and Delivery Dockets. Entering a Tax Rate is mandatory to push the data to your accounting software.
   Department  
   Prepopulated if Task has been selected, alternatively click and select Department from dropdown. Departments are used to breakdown your financial reports.

Don't forget to click   Save   to save your changes.  
Qic-Tip
QicWorks has introduced Save + New plus Push + New button options to help save time.


For information about what an Expense  is see:  E xpense
For information about how to edit, view or print an Expense see:  Action: Edit, View or Print an Expense
For details about how to create a Delivery Docket see:  Action: Create a Delivery Docket for an Expense 
For deails on how to create a Credit Note for an Expense see:  Action Create a Credit Note for Expense


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