Complete Guide to Expenses for ExakTime Connect

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.

Table of Contents

Setting Up Expenses

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 employees belonging to a specific ExakTime Mobile security role 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

  • From 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.

  • Tap the menu button in the top left (≡) and tap Expenses from the menu.

    EM_-_Expenses_-_00.png

  • Enter the required information for your expense.
    • Date - The date of the Expense (Today will be the default, but you can change the date)
    • Employee - Who should be associated with the expense. This would typically be you.
    • Location - This is what the expense would be associated with when reviewing on ExakTime Connect. If you are unsure of the location, speak with your ExakTime administrator.
    • Expense Type - Select the type of expense. If the expense type is not listed, speak with your ExakTime administrator.
    • Amount
    • Comment - Enter any comment that could be beneficial for the expense record.
    EM_-_Expenses_-_01.png
  • Tap Save when finished.
  • After an expense has been saved, it will be sent on the next automatic or manual sync. If you want to sync the expense immediately, open the side menu and click Sync.

    EM_-_Admin_-_Menu_-_Sync.png

Employee Resources

You can provide your employees with the following article that will instruct them on how to add expenses from ExakTime Mobile. The article can also be found from ExakTime Mobile in the help section.

Reviewing Expenses from ExakTime Connect

  • 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

Was this article helpful?
0 out of 0 found this helpful