Entering expenses
Overview
Employees can quickly enter expense reports with all the detail needed for Ajera to apply those expenses to projects and phases.
The following is a typical sequence of events for processing expenses:
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An employee enters an expense report.
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When finished entering all expenses, the employee submits the expense report.
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The supervisor and/or accounting manager reviews the expense report and does one of the following:
- Approves the expense report.
- Rejects an item on the expense report, entering comments about the rejected item. The employee then corrects the rejected expense and resubmits the expense report.
Depending on the options chosen when setting up company time and expense entry preferences, the supervisor and accounting manager may have access to change an employee’s expense report.
Working with expense reports
The following events occur when you process expenses at your company:
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When this occurs |
This happens |
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Save |
Ajera saves the expense report you entered. |
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Submit |
The employee finished entering the expense report and is ready for the supervisor or accounting manager to review it. Now, to make any changes to the expense report, the employee must first unsubmit it. However, the supervisor or accounting manager can change a submitted expense report if their company preferences for time and expense entry are set up to permit it. Ajera processes the expense report unless company preferences for time and expense entry require supervisor or accounting approvals before processing. |
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Approve |
The supervisor or accounting manager approves the expense report submitted by the employee. The expense report appears as Approved on the expense report list. Ajera processes the expense report after the supervisor, accounting manager, or both approve the expense report (depending on approval requirements set up in company preferences for time and expense entry). |
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Reject |
The supervisor or accounting manager rejects an item in the expense report. The expense report appears as Expense Rejected on the expense report list. The employee must correct and submit the expense report again. |
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Unsubmit |
The employee decides the expense report is not ready for approval after all. An employee can change the expense report if it has not yet been approved or processed. |
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Unapprove |
A supervisor or accounting manager decides that they do not want to approve the expense report after all. You can unapprove an expense report only if:
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Delete |
You cannot delete an expense report after it is submitted. |
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Processing |
Ajera creates a vendor invoice, reflects the credit card entries on the bank register, and makes entries available in client invoices. It also reflects the changes on reports and financials. When Ajera processes the expense report depends on how your approvals are set up in company preferences for time and expense entry:
After Ajera processes the expense report, you cannot unapprove it. |
Follow a work plan
- Click Manage > Time & Expense.
- Verify that employees can enter their own expenses by making sure that you selected the Use Expense Reports check box on the Setup > Employees > Time & Expense Entry tab for each employee.
- On the My Expenses tab, employees enter expenses for work on active projects and submit expense reports for approval.
- Supervisors and managers review and approve expenses online.
- Ajera automatically creates a vendor invoice for each expense report, which you pay just as you would any other vendor invoice.
Learn the details
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Entering expense reports (3:28) 
Approving and paying expense reports (2:23)
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