The AutoEntry Expenses module enables submitters and approvers to process expenses independently, based on their permissions.
Employees with submitter permissions can upload expenses and compile them into a report. Once ready, they send the report to a designated approver, who reviews and authorises the submission.
If users don't have receipts, they can also add manual expenses. They can also manage the mileage expenses separately.
Expense Reports Folder Overview
The Expenses folder includes seven subfolders or tabs:
Expenses (similar to the Inbox within other folders)
Reports
Review (Approver and admin users only)
Activity
Archived
Rejected
People (Admin users only)
Expenses Permissions
There are four levels of user access available for expenses specifically
Submitter
Approver
Edit before approval
Admin
Submitters can upload expenses via the normal AutoEntry methods through the website, email and mobile app.
Submitters can only see the receipts they’ve uploaded themselves. You can add further restrictions to remove the visibility of any other folders in AutoEntry if required.
Depending on your level of user permissions, not all tabs are available:
Submitters can’t see uploads by other users and don't have access to the People tab or Review section.
Likewise, Approvers and Admins can’t see expenses in the Expenses or Reports tabs until the submitter sends the report for approval.
Submitting an Expense Report
Once Submitters upload their expenses, they can create a report and add the relevant receipts to that report.
They can also mark individual expenses as reimbursable.
Once the report is ready, the submitter will select the approver and send the report for approval.
📎NOTE: You can only submit Expense Reports with a positive total.
Approval
The Approver can then approve or reject the report. The approved report will move to the Purchases Inbox for the accountant/bookkeeper to publish to your accounting software. A rejected report will go back to the submitter as unapproved.
📎NOTE: You can print reports in PDF format if you need physical signatures.
Transfer to the Purchase Inbox
After approval, AutoEntry converts the report to a purchase invoice in the Purchases Inbox with the individual expenses listed as line items.
📎NOTE: All expenses within the expense report will flow through to the Purchases folder as tax inclusive. The purchase invoices will display the Tax Summary extraction (if a tax summary is available). This will allow for differentiating tax percentages for taxable and non-taxable items.
Expenses via the AutoEntry Mobile App
When uploading through the mobile app, Submitters can select the relevant category the expense relates to. The accountant/bookkeeper/AutoEntry account holder can set up the categories under the Manage Lists page.
📌TIP: You can view the following guide and video on using the Mobile App.
Manually Creating an Expense
In case you lost a receipt, you can add a manual expense from the Ad Items button.
Mileage Expenses
You can also create Mileage expenses and add them to an expense report.
The AutoEntry account holder can set the relevant mileage rates under the Manage Lists page.
A mileage expense will display the from and to details, along with the distance travelled and the applicable rate.
