User Guide EZE X P E N S E S BY T I M EREWARDS. After completing this module, you will be able to: Log in to your Account

Transcription

1 Step 1 Users User Guide EZE X P E N S E S BY T I M EREWARDS After completing this module, you will be able to: Log in to your Account Understand the Expense Workflow Create & Submit Expense Reports Edit Expense Reports TimeRewards Software, Inc

2 Contents About EZExpenses... 3 How to Get There... 3 Login to your account... 3 Navigating EZExpenses... 4 On Hold List... 4 Submitted List... 4 Run Report... 4 Add New Expense Report... 5 Unfiled Expense Items... 5 Change View... 5 Expense Workflow... 6 Working with Expense Reports... 6 Create Expense Reports... 6 Time saving expense entry options... 9 Duplicate Entry... 9 Copy Previous Entry... 9 Edit Expense Reports Edit Envelope Information Edit Expense Item Delete Expenses Delete Expense Item Delete Expense Report Print Expense Reports Document Version

3 About EZExpenses The EZExpenses module allows you to manage and track your expenses. This document provides step-by-step information for each task you can perform with EZExpenses. How to Get There Your company s administrator must invite you to use TimeRewards. You should receive this invitation by . If you do not have an invitation, check your spam/junk folder, if you still do not find it, contact your administrator and request access to TimeRewards. Login to your account 1. Go to 2. Enter your User Id and Password and click on the Login button 3. You will see the Home and My Expenses tab. If you are assigned as an approver for other users expenses, you will also the Approve tab, 4. Click on the My Expenses tab to get started When you see the following screen, you are ready to begin exploring EZExpenses. Document Version

4 Navigating EZExpenses On Hold List Expense reports not submitted for approval are listed here. These Expenses are not visible to the approver. You can edit and submit expenses at any time from this list Expenses rejected by approvers or administrators are also listed here. You can edit rejected expenses and resubmit them for approval from here Submitted List Once you submit an expense report, it moves to the Submitted list. The expense is now forwarded to your expense report approver, and you can no longer make changes to the expense report Run Report Run and view reports for previously entered expense reports Document Version

5 Add New Expense Report Click on this link to start a new expense report Unfiled Expense Items Expenses submitted from BlackBerry, iphone, or any other external devices are listed here. Click on this link to move expenses to the correct expense report Change View Change view from Folder view to List view Document Version

6 Expense Workflow When you create an expense report, it follows an approval path before you are reimbursed for the expense report. This expense workflow is described below. Expense On Hold Submit Expense Reviewed by Approver Reviewed by Administrator Create New Expense Report Submit for approval Approver reviews the expense and either approves it or rejects it Approved Expenses are forwarded to administrator for billing and reimbusement Rejected Rejected Working with Expense Reports With EZExpenses online expense forms, you can track all your expenses like hotel, travel, meals, and mileage. Whether you work on projects for a single client or several clients, if an expense is paid by you, a company credit card, or directly by the company, you can record all your expenses on a single expense form. Create Expense Reports 1. Click on New Expense Report 2. Enter the Expense Envelope information It is possible that your browser prevents the following pop-up window from opening. You must allow pop-ups for this site to see the following window Document Version

7 a. Enter the Expense Date, usually today s date b. Enter the Reason for expense report, example Trip to New York, 6 Sigma Training, weekly expense report, etc c. Click on Continue to save the Expense Envelope 3. Enter Expenses that you want to include in this Report a. Enter Expense Date, the date you incurred the expense, usually the date on your expense receipt b. Enter the Account, you can also use the short cut icons on top to select the Account. These short cuts are defined by your administrator c. Enter Amount i. Enter Amount, this is required ii. Enter Rate, for some expense type you may have to enter rate, for example with mileage you have to enter both amount and rate Document Version

8 iii. Enter Tax Info, if your administrator has turned on this feature, you can enter VAT and GST information here d. Enter Description, this is required e. Enter Merchant name f. Select Yes, if expense is billable to a customer g. If billable, select the Customer:Project from drop down that needs to be billed for this expense h. Select who paid for this expense i. If paid by company and you use Company Credit cards, you will see an option to select company credit card if a card is assigned to you by the administrator. If you have a company credit card and it does not appear in this list, contact your administrator and request them to assign you the credit card j. To attach a scanned receipt to your expense entry, click on Upload Receipt k. Click on Enter to save the expense l. Repeat step a k till you are done entering all the expenses m. Once you are done, you can either select Save & Close, or Save & Submit. Save & Close will save the expense report as a draft, you can come back and edit this report at anytime. Save & Submit will send the expense report for approval. The expense report cannot be edited once it is sent for approval Document Version

9 Time saving expense entry options DUPLICATE ENTRY When you have recurring expenses in an Expense Report, you can use the Duplicate option to make these expense entries. For example, if you stay in the same Hotel for five days: 1. Enter the hotel expense details for the 1 st day 2. Click on Enter to save the record 3. Select the saved entry from the list below, the expense will appear on top 4. Click on Duplicate, this will duplicate the expense entry and will automatically change the expense date to the next date 5. Repeat step 3 and 4 above till expenses for all days have been entered COPY PREVIOUS ENTRY Copy Previous lets you copy expenses from old Expense Reports. You can use this option when you have recurring expenses across Expense Report. 1. Click on Copy Previous 2. Narrow your search by selecting an Expense Report or a date range 3. Select the expense line you want to copy Document Version

10 4. Change the expense date 5. Repeat steps 3-4 till you are done selecting previously entered expenses 6. Click on Copy to copy the expense entries to the current expense report Edit Expense Reports You can edit any expense that is visible in the On Hold list, this includes Expense Reports that have not been submitted, Expense Reports that have been partially submitted, or rejected expenses EDIT ENVELOPE INFORMATION 1. Right click on the expense report Folder icon 2. Click on Edit Envelope Document Version

11 3. Make the required changes and click on Update EDIT EXPENSE ITEM 1. Double click on the folder 2. From the grid below, select the expense you want to edit 3. Or Go to The List view of Expenses and click on Edit Submitted and approved expenses are greyed out and cannot be edited. 4. Make the required changed to the expense entry and click on Enter to save the changes 5. Once you are done, you can either select Save & Close, or Save & Submit. Save & Close will save the expense report as a draft, you can come back and edit this report at anytime. Save & Submit will send the expense report for approval. The expense report cannot be edited once it is sent for approval Delete Expenses You can delete any expense item that is visible in the On Hold list, this includes Expense Reports that have not been submitted, Expense Reports that have been partially submitted, or rejected expenses. DELETE EXPENSE ITEM To delete an expense entry from an Expense Report: 1. Open the Expense Report that you want to edit 2. From the list, select the expense you want to delete Submitted and approved expenses are greyed out and cannot be deleted Document Version

12 3. Click on the Delete button 4. Once you are done, you can either select Save & Close, or Save & Submit. Save & Close will save the expense report as a draft, you can come back and edit this report at anytime. Save & Submit will send the expense report for approval. The expense report cannot be edited once it is sent for approval DELETE EXPENSE REPORT To delete the complete Expense Report 1. Open the Expense Report that you want to Delete 2. Click on the Delete button on the tool bar You can also delete the Expense report from the folder and list view. Document Version

13 Print Expense Reports To print an Expense Report 1. Open the Expense Report that you want to Print 2. Click on the Print button on the tool bar 3. This will print your expense in a pdf format You can also Print from the Folder and List view: Document Version

14 Thank you for taking time to review our document. For more information, please call us at or visit our website at Document Version