You are here: Courses > Billing on Client Invoices > Unit 2: The project - Putting the picture together > Overview

Lesson 4: Entering expenses: expense reports, vendor invoices, and in-house expenses

Start here!	Overview
	Test your knowledge

Overview

When you enter an expense report to a project, Ajera adds the billing amount for the expense to the draft invoice after the expense is approved, if your firm uses approvals. When you enter a vendor invoice or in-house expenses, Ajera adds the billing amount to the draft invoice immediately.

Ajera uses the same process described in Entering time to add the expense as either an invoiced or a noninvoiced transaction:

For this billing type

This happens

Time & Expense

Ajera adds the amount as an invoiced transaction for an expense incurred before the billing cutoff date and as a noninvoiced transaction with a status of Defer for an expense incurred after the billing cutoff date.

To view noninvoiced transactions, click the Entries button when changing a client invoice. This opens the Noninvoiced Time and Expense Entries window.

The window automatically displays work-in-progress (WIP) with a status of Defer or Hold. You can customize the window so it also displays Nonbillable or Write-off WIP entries. You can use this window to change WIP status to Billable, if needed.

Fee-based

Ajera adds the amount as a noninvoiced transaction. To view noninvoiced transactions, click the Entries button when changing a client invoice. This opens the Worksheet Time and Expense Entries window.

The window automatically displays WIP with a status of Billable. It can also display WIP with a status of Defer, Hold, Nonbillable, or Write-off. You can use this window to change WIP status to Billable, if needed.

This is how Ajera determines the billing amount for an expense report, vendor invoice, or in-house expense:

Step

Description

Ajera first looks to the exceptions table in the billing rate table selected for the project.

For unit-based expenses, Ajera calculates the billing amount by multiplying the number of units entered in the expense report by the unit billing rate in the activity setup.

If Ajera does not find a billing rate for the expense transaction, it multiplies the cost amount in the expense report by the markup percentage in the billing rate table.

For unit-based expenses:

If Ajera does not find a billing rate, it calculates the cost amount by multiplying the number of units entered in the expense report, vendor invoice, or in-house expense log by the unit cost rate in the activity setup.
If Ajera does not find a unit cost rate, it multiplies the cost amount in the expense report, vendor invoice, or in-house expense log by the markup percent in the billing rate table.

If Ajera cannot determine the billing amount for the expense, it adds a zero billing amount to the invoice and highlights the invoice in yellow in the Client Invoice List.

You can change the billing amount in the in-house expense log, if needed. You cannot change the billing amount in the expense report or vendor invoice.

Test your knowledge

Quiz: Entering expenses

Congratulations!

You've completed Unit 2.

Unit 3: Reviewing and finalizing the client invoice - The end of the workflow