Entering in-house expenses
About in-house expenses
- From the Manage
menu, click In-house Expenses.
- Enter the date, description,
and notes for this log of in-house expenses.
- Multi-company only. Select the company responsible for the in-house expense log.
-
Click
(attachments button) and add attachments, by linking
to related files. A linked file must be in a shared location for other
people to open it (for example, on a shared network or a website).
- If
you enter the amount, enter the total amount of expenses in the log. Any
amount not yet entered for the expense total appears at the bottom of
the table as a remaining amount. The balance on the expense log must equal
zero before the expenses can be saved. If you do not enter an amount,
Ajera calculates it for you as you enter each expense.
- You complete one row of
the table for each expense you want to enter.
Enter
the date of the expense. This date is the accounting date for the transaction.
Note: |
If you do not enter a date before selecting a project, Ajera will automatically
enter the date for you using the log date or the date of the preceding
row. You can change this, as needed.
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- Enter the project, phase,
and activity that you want to charge the in-house expense to. If you have multi-company, Ajera automatically enters the company associated with the project.
Multi-company only. If you select a project that does not belong to the in-house expense log company and the activity has an in-house credit account:
- Ajera uses the Intercompany Other Income account to create cash-basis entries to offset the redistributed overhead cost.
- Ajera reverses the overhead cost from the in-house expense log company and redistributes it to the project company.
- Some activities involve units
(such as square feet, lab tests, and field tests) to calculate their cost.
Do one of the following:
Involves units
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- Enter the units.
- Enter the cost rate.
Note: |
Ajera automatically uses the default cost rate that you specified
when setting up the activity unless you change it here. If you change
it but then decide you want to use the default rate after all, click the
Reset button. |
Ajera calculates the cost amount.
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Does not involve units
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- Leave the units and cost
rate blank.
- Enter the cost amount.
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Note: |
If you left the In-house Credit Account field blank when
setting up the activity, the following message appears: Account
information is missing. Accounting entries will not be created.
The message indicates that, in this situation, you can enter expenses
to bill a client, but the cost is not redistributed for financial reporting. |
- unavailable in ajeraCore unless you have the Departments add-on - The account and department from the activity associated with the cost amount appears in the table
for display only.
- Enter or view information
in the optional columns, as needed.
- Click (Customize). The Optional Columns window appears.
- Check each column that you want to appear on the window:
Unit description
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A description for the units. You can view and change it.
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Billing units
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If you want to bill a different number of units from the cost units,
enter it here. For example, if you have 100 cost units but only want to
bill 50 units, you would enter 50 billing units.
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Billing rate
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It contains the rate specified on the rate table, if applicable; otherwise,
it contains the billing rate specified in activity setup. You can change
it here.
If you change it but then decide you want to use the default
rate after all, click the Reset
button.
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Billing amount
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If you are not using units and rates, enter the billing amount. Otherwise,
Ajera calculates the billing amount for you; however, you can override
it by entering a new billing amount, and Ajera then warns you that the
units multiplied by the rate does not equal the amount.
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Debit account
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View only - The debit account from the activity associated with the expense
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Debit department
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View only - The department from the activity associated with the debit
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Credit account
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View only - The credit account from the activity associated with the
expense
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Credit department
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View only - The department from the activity associated with the credit
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Notes
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Enter notes about the expense, as needed.
Ajera prints these notes on the client invoice if you set up the invoice
format to print notes.
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- Click OK. The
new columns appear in the table of the Manage In-house Expenses window.
You may need to scroll to the right to view the new columns.
- If needed, you can cancel
changes to a row by right-clicking the row and clicking Cancel.
After you have canceled changes or completed a row, you can delete the
entire row by right-clicking and clicking Delete.
- Click Save.
- Enter additional expenses
by repeating these instructions.
- Click Close.
See also
Quick entry in columns
Changing in-house expenses
Deleting in-house expenses
Determining if account entries
are created
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