Entering in-house expenses

To enter 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.

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:

If the activity

Do this

Involves units

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.

Does not involve units

Leave the units and cost rate blank.
Enter the cost amount.

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:

Column	Description
Unit description	A description for the units. You can view and change it.
Billing units	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.
Billing rate	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.
Billing amount	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.
Debit account	View only - The debit account from the activity associated with the expense
Debit department	View only - The department from the activity associated with the debit
Credit account	View only - The credit account from the activity associated with the expense
Credit department	View only - The department from the activity associated with the credit
Notes	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.

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.