1. Arcoro
  2. ExakTime, Advanced Time & Attendance
  3. ExakTime Connect
  4. Tools

Complete Guide to Expenses

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David N

The Expenses feature allows your employees to submit any work expenses right from ExakTime Mobile to you in the office on ExakTime Connect, or to track expenses from within ExakTime Connect.

Enabling Expenses

Turning on expenses is done from the Company Settings.

  • Go to Manage and click on Company Settings.

    Manage_-_Company_Settings.png

  • Click on the Optional Features tab and enable Expenses.

    Overview__Expenses__360005165014__Company_Settings_-_Optional_Features_Circled.png

    Overview__Expenses__360005165014__Optional_Features_-_Expenses.png

  • Click Save at the bottom.
  • You may have to sign out then back in for the navigation bar to show expenses under Tools.

Permissions for Expenses

Allowing Access to Expenses in ExakTime Connect

To only allow certain users to access expenses on ExakTime Connect, you can tailor the ability within Security Roles. Administrators will have permanent access to this by default.

  • Go to Manage and click on Security Roles.

    Manage_-_Security_Roles.png

  • Click on ExakTime Connect.

    Overview__Expenses__360005165014__ExakTime_Mobile_Security_Roles_EC_Circled.png

  • Click on the role that should have access or create a new role. Administrators will have the option by default.

    Overview__Expenses__360005165014__Security_Roles_-_Select_Role_Edited_EC_Update.png

  • In the permissions to the right, enable the settings for expenses as needed.

    Overview__Expenses__360005165014__Expense_Settings_Boxed.png

  • Click Save at the bottom.

Allowing Permission to Add Expenses from ExakTime Mobile

You can allow certain ExakTime Mobile users the ability to add expenses.

  • Go to Manage and click on Security Roles.

    Manage_-_Security_Roles.png

  • Click on the ExakTime Mobile role that should have access or add a new security role.

    Overview__Expenses__360005165014__Exaktime_Mobile_Security_Roles_EC_Roles_Circled.png

  • In the permissions to the right, enable the ability to add Expenses.

    Overview__Expenses__360005165014__Expense_Permission_circled.png

  • Click Save at the bottom. 

Managing/Adding Expense Types

Expenses types are the variety of expenses that you expect from your employees such as fuel, supplies, etc.

  • Go to Tools and click on Expenses.

    Tools_-_Expenses.png

  • Click on Manage Expense Types.

    Overview__Expenses__360005165014__Expenses_-_Manage.png

  • Click on Add Expense Type.

    Overview__Expenses__360005165014__Expenses_-_Manage_-_Add_Circled.png

  • Enter an ID and a description of the expense.
    Click Add when done or Add & New to continue adding more.

    Overview__Expenses__360005165014__Expenses_-_Add_Expense_Type.png

Adding Expenses

Adding Expenses within ExakTime Connect

Expenses can be added within ExakTime Connect for employees by a user with the appropriate permissions.

  • Go to Tools and click on Expenses.

    Tools_-_Expenses.png

  • Click the employee that the expense should be associated with.

    Overview__Expenses__360005165014__Expenses_-_Menu_-_Employees_Boxed.png

  • Click Add Expense

    Overview__Expenses__360005165014__Expenses_-_Add_Expense_Circled.png

  • Enter the appropriate information such as the date of the expense, the type of expense and the amount. Additional information such as the location it should be associated to and any notes.

    Overview__Expenses__360005165014__Expenses_-_Adding_Expense.png

Adding Expenses with ExakTime Mobile

If in the appropriate ExakTime Mobile security role, an employee can add their own expense from ExakTime Mobile.

  • After signing in with their PIN they will click the three lines in the top left.

    Overview__Expenses__360005165014__Expenses_-_Admin.png

  • In the menu, tap Expense

    Overview__Expenses__360005165014__Expenses_Circled.png

  • They would enter the necessary information such as the expense type and amount then save the expense.

    Overview__Expenses__360005165014__Expenses.png

After an expense has been saved, it will be sent on the next sync.

Reviewing Expenses

  • Expenses created by ExakTime Connect and Mobile users can be reviewed by going to Tools and click on Expenses.

    Tools_-_Expenses.png

  • In Expenses, the employee can be selected from the left to review their expenses on the right. 

    Overview__Expenses__360005165014__Expenses_-_1.png

Expense Reports

Expense reports allow you to quickly review the expense records associated with your employees or locations.

Navigating to Reports

Click Reports from the top menu bar and select any of the available Expense reports on the left-hand side.

Reports_-_02.png

ETC_-_Reports_-_Expenses_01.png

Expenses by Employee

Lists the expenses recorded by each Employee, within the specified date range. This can help when trying to track the expenses related to an employee such as tracking fuel purchases for company vehicles. 

Report Specific Options

ETC_-_Reports_-_Employee_Expenses_-_Report_Specific_Options.png

  • Show Employee/Location ID
  • Sort Employees by Name/ID Number
  • Separate Names and IDs with a new line, double space, hyphen, or colon.
  • Separate each employee on a separate page.

Report Example

ETC_-_Reports_-_Employee_Expenses_-_Example.png

Expenses by Location

Lists the expenses recorded at each Location, within the specified date range. This can help when trying to track the expenses related to a location/job site such as tracking material purchases for reimbbursement. 

Report Specific Options

ETC_-_Reports_-_Location_Expenses_-_Report_Specific_Options.png

  • Show Employee/Location ID
  • Sort Employees by Name/ID Number
  • Separate Names and IDs with a new line, double space, hyphen, or colon.
  • Separate each Location on a separate page.

Report Example

ETC_-_Reports_-_Location_Expenses_-_Examples.png

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