Ajera Time & Expense 4.1 Help

Expenses

Tapping Expenses displays the Expense Report screen.

It displays the expense report list, which includes all your open reports regardless of date. If you tap All, you can also view your submitted reports for the last 7, 30, or 90 days. You can create, update, or submit an expense report from within Ajera Time & Expense.

Each expense report has general information about the report and lines associated with the report.

Expenses Screen

Use the fields and options on the Expenses screen to view all available expense reports.

Field Description
Open Tap this tab to view the list of unsubmitted and rejected expense reports.
All Tap this tab to view the list of all expense reports regardless of status.
<Filter> Tap the corresponding filter to view all available expense reports regardless of status for the last 7, 30, or 90 days. If you select All, the filter defaults to the last 90 days.
<Expense Report> Each expense report displays the following information:
- Description (or the text No Report Description)
- Expense report date — It displays the date range from the start date to the end date. In cases where there is no start date, it presents a dash alongside the end date, indicating that the start date is empty. The formatting of the date adheres to the device's settings.
- Expense report status — It displays the status with the corresponding color.
- Total amount of all expense lines — It displays the total amount of all expense lines. This is the same amount shown on the Expense Report screen that displays when you tap the expense report.
Floating Action Button (FAB) This split expandable button has one section dedicated to primary action and another for secondary options that display when expanded.
If ICR is enabled, tapping the split FAB displays options to use Quick Capture or add a new expense report manually.
If ICR is not enabled, tapping the split FAB directs you to the Expense Report screen, where you can add expense report details including expense lines.
Menu Bar Tap the corresponding tab to go to the Time or Settings screen or access the Help.

Display the Expenses Screen

Use this procedure to access the Expenses screen.

To display the Expenses screen:

  1. On the menu bar, tap Expenses.
    It displays a lists of all your reports.

Expense Report Screen

Use the following fields and options on the Expense Report screen to view or enter expense report details:

Field Description
<Expense Report Description> For a non-editable expense report, this field displays the Expense Report description.
For an editable expense report, however, it displays a character field.
<Status> This field displays the Expense Report status. The color of the button varies, depending on the status.
- New — Newly created expense reports
- In Progress — Expense reports that have not yet been submitted. You can edit, view, or copy these expense reports.
- Submitted — Expense reports that have been submitted but not yet approved. You can view or copy these expense reports. Use Ajera to edit these.
- Approved — Expense reports that have been submitted and approved at one level but not yet processed. You can view or copy these expense reports. Use Ajera to edit these.
- Processed — Expense reports that have been submitted and approved at all levels. You can view or copy these expense reports. Use Ajera to edit these.
<Total> This currency field displays the total of all lines regardless of types of payments.
Reimbursable Amount This field displays the total reimbursable amount = Total - Advanced - Credit Card Paid Items - Personal Items.
Note: The personal items are deducted twice because the company paid for them with the credit card.
Begin Date The date order and format follow the device settings. For example, if the device uses a format that applies to a European country, the day displays before the month.
End Date The date order and format follow the device settings.
Advanced Amount Enter the advanced amount.
Notes Enter additional information.
Expense Lines This section displays the list of all expense lines. Tap a line to open the Expense Line screen. Below the Expense Lines header, you can view the total number of available expense lines.

Display the Expense Report Screen

Use this procedure to access the Expense Report screen.

To display the Expense Report screen:

  1. On the menu bar, tap Expenses.
  2. On Expenses, tap an expense report.

Expense Line Screen

Use the following fields and options on the Expense Line screen to view or enter expense line details:

Field Description
Date Enter or select the expense report begin date, which must be between report begin date (if populated) and end date.
If you select a date outside the expense report dates, the mobile application prompts you to expand the expense report dates.
Project Tapping the field displays the Project Search screen, allowing you to search for and select a project. If the selected project has an associated phase, it automatically opens the Phase Search screen.
Note: The displayed search help text indicates what you need to find. For example, Search name or number.
Tap the back button to go back to Expense Line.
Phase Tapping this field displays the Phases Search screen, allowing you to view all phases in a hierarchy and select a phase. You can search for name or number.
This is a required field if the selected project has an associated phase.
Tap the back button to go back to the Project Search screen.
Expense Item Scroll through the list or use the search, and tap the expense item that you need.
Payee Enter the name of the payee.
Units This field displays for expense items that are based on units, such as mileage.
Updating the value in this field automatically updates the displayed calculation at the top portion of the screen.
Unit Rate This field displays for expense items that are based on units, such as mileage.
If the expense item is unit-based, the rate automatically displays in this field.
Updating and saving the value in this field automatically updates the displayed calculation at the top portion of the screen.
Amount This field supports a number with two decimals and uses the thousands separator.
If the expense item is unit-based, this is read-only and not a required field. If you enter units and unit rate, the mobile application automatically calculates the amount.
If the expense item is not unit-based, this field becomes editable. You can enter a number without decimals or thousands separator.
Updating and saving the value in this field automatically updates the displayed calculation at the top portion of the screen.
Reference Enter a reference. This is usually used for groupings in reports.
Credit Card Tap the drop-down field to view the list of available credit cards and select the one you need.
The option you select in this field affects the reimburse amount. Updating the selected option in this field automatically updates the displayed calculation at the top portion of the screen.
Personal Expense Select this check box for personal expenses. It is only enabled when you select a credit card.
If you select this check box, the Project and Phase fields must be empty.
The mobile application deducts the amount of this line from the expense report total. Updating the value in this field automatically updates the displayed calculation at the top portion of the screen.
Notes Enter additional information.
Attachments Tap this field to view existing attachments or upload new attachments.
Rejected by Manager Notes This field only displays for rejected expense lines.
It displays the notes from the person who rejected this expense line.
Rejected By This field only displays for rejected expense lines.
It displays the name of the person who rejected the expense line.

Display the Expense Line Screen

Use this procedure to access the Expense Line screen.

To display the Expense Line screen:

  1. On the menu bar, tap Expenses.
  2. On Expenses, tap an expense report.
  3. On Expense Report, under Expense Lines, tap the line that you want to edit.

View Expense Reports List

Use this procedure to view the list of available expense reports.

To view the expense reports list:

  1. On the menu bar, tap Expenses.
  2. On Expenses, filter the expense reports.

View Expense Report Details

Use this procedure to view the details in the selected expense report.

To view expense report details:

  1. On the menu bar, tap Expenses.
  2. On Expenses, filter expense reports.
  3. Tap an expense report in the list to view the corresponding expense report details.

View an Expense Line

Use this procedure to view an expense line.

To view an expense line:

  1. On the menu bar, tap Expenses.
  2. On Expenses, tap the expense report in the list to view the corresponding expense report details.
  3. On Expense Report, under Expense Lines, tap the line that you want to view.

Add an Expense Report

Use this procedure to add an expense report.

To add an expense report:

  1. On the menu bar, tap Expenses.
  2. On Expenses, tap the split FAB (up arrow) and tap + Add New Expense Report.
  3. On Expense Report, enter or tap necessary details.
  4. You can tap the split FAB to do any of the following tasks:
    • Add an expense line.
    • Copy an expense report.
    • Delete an expense report.
    • Submit an expense report.
    • Access Help.
    • Use Quick Capture.
  5. When you are done, tap Save .

Add an Expense Line

You can add an expense line from the Expense Report or Expense Line screen.

To add an expense line:

  1. On the menu bar, tap Expenses.
  2. On Expenses, take one of the following actions:
    • Tap the expense report you need to update.
    • Tap split FAB and tap + Add New Expense Report.
  3. On Expense Report, tap the split FAB. and tap + Add New Expense Line.
  4. On Expense Line, enter or tap necessary details.

  5. When you are done, tap Save.

    The mobile application redirects you to the main Expense Report screen. In addition, a message displays informing you that the expense line has been saved.

    Note: Alternatively, you can add an expense line from Expense Line by tapping the split FAB and then tapping Copy Expense Line.

Edit an Expense Report

Use this procedure to edit an expense report.

To edit an expense report

  1. On the menu bar, tap Expenses.
  2. On Expenses, tap the expense report you want to edit.
  3. On Expense Report, make any changes to this report as appropriate.
  4. When you are done, tap Save.
    If you tap the back button with unsaved changes, the application prompts you to save the expense report. Tap Yes.

Edit an Expense Line

Use this procedure to edit an existing expense line.

To edit an expense line:

  1. On the menu bar, tap Expenses.
  2. On Expenses, tap the expense report to view the corresponding expense report details.
  3. On Expense Report, under Expense Lines, tap the line that you want to edit.
  4. On Expense Line, enter or tap necessary details.
  5. When you are done, tap Save.

Receipts

You can view and manage receipts associated to an expense report.

Receipts Screen

Use the fields and options on the Receipts screen to view and manage receipts.

Field Description
<Expense Line and Amount> This sub-header displays the expense line name, expense line date, and expense line amount.
<Receipt Description> This field displays the receipt description. Tap the field to display the Receipt Details screen, where you can edit the description.
Delete Swipe left on the receipt description you want to delete and tap Delete.
Attach Tap the attachment icon to add another receipt.

Display the Receipts Screen

Use this procedure to access the Receipts screen.

To display the Receipts screen:

  1. On the menu bar, tap Expenses.
  2. On Expenses, tap the expense report to view the corresponding expense report details.
  3. On Expense Report, under Expense Lines, tap a line with attachment.
  4. On Expense Lines, tap the Receipt(s) Attached field.

Receipt Details

Use the fields and options on the Receipt Detail screen to edit or delete receipts.

Field Description
<Expense Line and Amount> This sub-header displays the expense line name, expense line date, and expense line amount.
<Receipt Description> This field displays the receipt description. Tap the field to edit the description.
Delete Tap to delete the receipt.

Display the Receipt Details Screen

Use this procedure to access the Receipt Details screen.

To display the Receipt Details screen:

  1. On the menu bar, tap Expenses.
  2. On Expenses, tap the expense report to view the corresponding expense report details.
  3. On Expense Report, under Expense Lines, tap a Receipt(s) Attached field.
  4. On Receipts, tap a receipt.

View a Receipt

Use this procedure to view a receipt.

To view receipt list:

  1. On the menu bar, tap Expenses.
  2. On Expenses, tap the expense report to view the corresponding expense report details.
  3. On Expense Report, under Expense Lines, tap a line with attachment.
  4. On Expense Lines, tap the Receipt(s) Attached field.
  5. On Receipts, tap the receipt you want to view.

Attaching a Receipt

You can attach a receipt to an expense report by using the Quick Capture feature (if ICR is enabled) or taking a photo or selecting an existing photo of the receipt from your camera gallery (if ICR is disabled).

Attach a Receipt Without Using ICR

Use this procedure to attach a receipt to an expense line without using ICR.

To attach a receipt to an expense line without using ICR:

  1. On the menu bar, tap Expenses.
  2. On Expenses, tap the expense report to view the corresponding expense report details.
  3. On Expense Report, under Expense Lines, tap a line.
  4. On Expense Lines, tap the Receipt(s) Attached field.

  5. On Receipts, tap the Attachment icon.

    You have the option to either take a photo or select an existing photo of the receipt from your camera gallery.

  6. On Receipt Detail, enter the necessary information and tap Done.

Attach a Receipt Using ICR

Use this procedure to attach a receipt using ICR.

To attach a receipt using ICR:

  1. On Expenses, on the split FAB, tap Quick Capture.

    You can also access Quick Capture from Expense Report.

  2. On the captured image, you can crop, rotate, or delete it. You also have the option to capture or select another image.

  3. When you are done, tap Submit.

    Ajera Time & Expense automatically scans and analyzes the captured image, maps the captured data to the Expense Line screen, and automatically populates the matched fields if they are marked for ICR in Deltek Ajera.

  4. If there are open expense reports, the Select Expense Report screen displays. Tap an existing open expense report in the list or tap Create New Report.
    • If you tap the existing expense report, the Edit Line screen for the expense report with the ICR fields populated.
    • If you are creating a new report, the Begin Date and End Date fields are populated with the expense line's date.

Delete a Receipt

Use this procedure to delete a receipt .

To delete a receipt:

  1. On the menu bar, tap Expenses.
  2. On Expenses, tap the expense report to view the corresponding expense report details.
  3. On Expense Line, tap the field with the number of receipts attached.
  4. On Receipt(s), take one of the following action:
    • Swipe from right to left on the receipt description you want to delete and tap Delete.
    • Tap the receipt, and on Receipt Detail, tap the Delete icon.

  5. On the confirmation dialog box, tap Delete.

    If you are on Receipt Detail, you need to tap Done after the confirmation.

Copy an Expense Report

The Units, Amount, and Reference values are not copied.

Note: In addition, any expense associated with a project or phase that does not have a valid status (for example, Hold or Closed) is not copied.

To copy an expense report:

  1. On the menu bar, tap Expenses.
  2. On Expenses, take one of the following actions:
    • Swipe from right to left on a line and tap Copy.
  • Tap the expense report and, on Expense Report, tap the split FAB and tap Copy Expense Report.
  1. On the new Expense Report, make any changes to this report as appropriate.
  2. Tap Save.

Copy an Expense Line

Use this procedure to copy an expense line.

To copy an expense line:

  1. On the menu bar, tap Expenses.
  2. On Expenses, tap the expense report with the line you want to copy.
  3. On Expense Report, take one of the following actions:
    • Swipe from right to left on the line and tap Copy.
    • Tap the expense line and, on Expense Line, tap the split FAB and tap Copy Expense Line.

      `

      >Note: The Ajera Time & Expense copies only the values of the following fields:

      >- Date

      >- Project

      >- Phase

      >- Expense Item

      >- Payee

      >- Credit Card

      >- Expense Item

      >- Personal Expense

      >

      > For the other fields, it sets them to blank.

Submit an Expense Report

You can only submit the expense report in Ajera Time & Expense if approvals are set up in Ajera and there is at least one expense line in the mobile application.

To submit an expense report:

  1. On Expenses, tap the report containing the line that you want to submit.
  2. On Expense Report, tap the split FAB and tap Submit Expense Report.
    When you tap the submit option first without saving, the mobile application automatically saves the expense report.

Delete an Expense Report

When you delete an expense line, the Ajera Time & Expense saves the expense report automatically.

Note: You cannot delete a submitted expense report.

To delete an expense report:

  1. On the menu bar, tap Expenses.
  2. On Expenses, take one of the following actions:
    • Swipe from right to left on the expense report you want to delete and tap Delete.
    • Tap the expense report and, on Expense Report, tap the split FAB and tap Delete Expense Report.
  3. In the confirmation dialog box, tap Delete.

Delete an Expense Line

When you delete an expense line, the Ajera Time & Expense saves the expense report automatically.

Note: You cannot delete a submitted expense line or the only remaining expense line, as expense reports must include at least one expense line.

To delete an expense line:

  1. On the menu bar, tap Expenses.
  2. On Expenses, tap the expense report with the line you want to delete.
  3. On Expenses Report, take one of the following actions:
  • Swipe left of the expense line you want to delete and tap Delete.
  • Tap the expense line and, on Expense Line, tap the split FAB and tap Delete Expense Line.
  1. In the confirmation dialog box, tap Delete.

Parent Topic:

Ajera Time and Expense Help System