Detailed Expenses - How it works in Etz.

Etz now includes a detailed expense option which allows your candidates to enter either simple or itemised expense claim forms on their portal, upload and attach supporting images such as receipts and to submit to a signatory for authorisation. If you wish to use this option please log a ticket for the Support menu on your system and a member of the team will enable it for you. 

Before using this feature you will need to review your Rate Code Entry expense items to ensure they are set up correctly, in-line with your requirements.  There is a dedicated Expense Rate Code Entry area within the Reference Data menu for you to enter expense rates codes for use with this module.  You may want to set up some new expense type rate codes with descriptions to suit the different expense itemisation:

The following example shows a generic rate code but you could for example have codes for Mileage, Subsistence, and Accommodation to reflect how you code these different items within your nominal ledger: 

Ensure you have set the Pay and Bill Nominal Codes appropriately and that you have entered a Short Description as this will be visible on the expense form image the system produces for submission to a signatory.  Also check the 'Charge VAT?' box is set in-line with whether you wish the system to add VAT on to this expense item when it is produced on a sales invoice as well as pay with VAT if paying to a VAT-registered Supplier.

To enable a candidate to enter a detailed expense on their portal you need to ensure you have selected the Detailed Expense option on the Assignment Entry for that candidate - it is on the bottom of the Main Details page:

As you can see there are two options for a Detailed Expense; (1) Detailed Expense Single Item Rate Code and (2) Detailed Expense Multi Item Rate Code. The Single Item option allows the candidate to complete expenses using  each expense rate code once per expense form, for example one instance of mileage, one of general expenses, one of subsistence, etc. If you select the Multi Item option they will be able to use each expense code item as many times as they like, for example several lines of 'general expenses', several of 'mileage', etc.

On the candidate's portal, they will now have an Expense page where they can create expense forms as required:

When they click New Expense Sheet they must select the assignment the expense relates to and enter the Start and End Dates for the period of the expenses.  They then click Create new expense sheet and the system will generate one for them:

The new expense sheet will be visible on the Expense page for them to select:

When they select the expense for they will be able to add each expense line:

If they are entering an expense such as Mileage they can enter the number of miles in the Units box with the unit amount, for example, 45p and the system will calculate the total mileage.  When they have complete their expense entry they will be able to see them represented on screen and will then be able to add any supporting documentation:

To upload images and supporting documentation they should click Add Document and select the files by using the browser:

They can upload multiple documents if they wish but they need to do them one at a time. They will be able to view them prior to submission:

They then submit their expenses in a similar way to how they submit timesheets for electronic signature:

Their expense form will take on a status Awaiting Authorisation and when it has been authorised it will change to Awaiting Approval. The authoriser will receive an email asking them to click a link to sign the expenses (please note it is possible to change the standard wording on all the email templates, so if you want to change this please let us know and we will apply the changes for you):

When the authoriser clicks the link they will be able to view the expense form and sign it in the same way they would sign a timesheet:

Authorised expenses will appear in the Timesheet Validation area along with timesheets waiting for your approval. The list can be re-ordered by type:

Once validated the expense sheets will be directed to the usual areas of sales invoices and payments where they can be processed.