Cash Expenses

Setup required before use	Who Can Use It?	Where Is It?
Expense Types Expense Approvals	User Assist. Project Manager Project manager Director Administrator System Administrator	Timesheets > Cash Expenses Tab

1. Select the date from the calendar.
2. Select a Project.
3. Select a Sub Project.
4. Select a Cash Rate.
5. Select an Expense Type. 
6. Type a note to describe the expense.
7. Enter the Total (Including tax) or the Total (Excluding tax) value for the expense.
8. Select the Tax rule (i.e. Tax applicable or Tax free).
9. Save.

The lower half of the cash expense entry screen shows projects and sub projects that have been entered in the timesheets or expense window in a past X number of days. These history rows are shown in grey text colour. Re-use the same project or expense details to quickly enter an expense on an alternate date.

Enter an expense using history by:

1. Select the date in the calendar you want to enter the cash expense for.
2. View the list of history rows in grey at the bottom of the list.
3. (Optional) Adjust the Cash Rate if required.
4. (Optional) Adjust the Expense type if required.
5. Type a note to describe the expense.
6. Enter the expense Total cost and number of Units.
7. Repeat this process for each history row required to be used as a new expense.
8. Save.

If the same expense is required to be entered on multiple dates, you can use the copy feature to quickly create these entries. When using the Copy feature you will be able to copy in the same action the timesheet, cash expense, and travel expense entries from the selected date.

1. Select the Copy button in the toolbar.
2. Choose the date in the calendar that you want to copy the expense items from.
3. Check the box for each expense rows that you want to copy from that date.
4. Select the date(s) that you want to copy the expense to.
5. Click Save.

Click the image above to view a sample of the Copy window.

The Tax Value and the Total (Incl Tax) values are automatically calculated based on the tax rule selected. The tax rule for project items defaults to tax rule selected on the sub project, and the tax rule for <Office> project items will default to 'tax applicable'. The tax rule selected in cash expense item is used by the Connect interface to MYOB AccountRight, QuickBooks (Reckon Accounts Premier), and Xero.

You may require to enter a tax free cash expenses when GST has not been charged for the entire expense, or for part of the expense.

Example 1 - Use the 'Tax Free' tax rule for an entire expense
The expense has not had GST applied. i.e. When the item is an educational course, GST is not charged.
When entering this expense select the Tax Rule of Tax Free, and the tax value will be automatically set to $0.00.

Example 2 - Part of a receipt needs to be entered as 'Tax free'
The cash expense is for items purchased from the supermarket. Not all items on the receipt have had GST charged, such as basic food items (like fruit and vegetables) will not be charged GST. In this scenario the total expense cost was $63.00, which includes $60.00 of supermarket items, and $3.00 of GST.

If you were to enter this expense as one expense line, then the receipt total shown in Synergy as $66.00 (incl GST). The tax column in Synergy is automatically calculated based on the tax rate selected. In order to have the correct GST value shown you need to enter this receipt in two parts. One expense line for the part of a receipt as GST free, and another expense line for the part that has GST charged. The table below explains how to enter this expense:

Cash Expense Entry	Food Cost (ex GST)	Tax Rule	Tax amount (GST)
Line 1 - (taxable food)	$30.00	Tax Applicable	$3.00
Line 2 - (non taxable food)	$30.00	Tax Free	$0.00
Total Receipt Value	$60.00		$3.00

If a cash expense was entered incorrectly, the row can be deleted if it has not reached invoiced status .

Delete a cash expense by:

1. Select the date of the expense in the calendar.
2. Highlight the cash expense row in the list that you want to delete.
3. Click the delete button in the toolbar.
4. Click Yes, on the delete confirmation pop-up window.
5. The list is refreshed to show the record has been removed.

Use the Print button in the toolbar to create a report of all your entered expenses.

1. Select the Cash Expense or Travel Expense tab.
2. Click the Print button in the toolbar.
3. Choose the From Date and To Date to define the date range the report should be run for.
4. Check each of the expense statuses that for which cash and travel expense displayed within the report.
5. Click Run.

Click the image above to view the Expense Report window.

6. (Optional) Save a copy of the report as PDF, Excel, or Word format. Click the Export button in the toolbar, and select which format the report should be saved as.
   
7. (Optional) Email the report to yourself or another staff member as a PDF. Click the Email report button in the bottom toolbar and follow the prompts.
   
8. Close the report window by click in the X in the top right corner.

Click the image above to view a sample of an expense report.

When using approvals <Office> project expenses will be shown as locked. This occurs as no project manager is responsible for the <Office> project to complete the approval. A system administrator or staff manager can unlock a users expense entry that has been allocated to the <Office> project and adjust the entry if required. The approvals topic outlines more details on how to use this feature.

If approvals is active in Synergy, then each cash expense entered will be approved by a manager. If the manager requires more information about the expense, or it has been entered incorrectly they will decline the expense. When an expense is declined the declined status symbol is shown. Use the matching toolbar button to update the expense after reviewing the reason that the manager declined the original entry. The approvals topic outlines more about this feature, and how to resolve declined time and expense items.

The query status symbol is shown if the Project Manager has entered a question about why the expense exists for the project. This is commonly done if the project manager requires more information about the expense before they can invoice it to the client. Use the resolve transaction query to view the manager's question, and add a note answer back in reply. Learn more about transaction queries.

1. Expense or HistoryA saved cash expense , or a history row that can be used for expense entry .
2. Project NameThe Project the expense is related to. This will be shown on the time and expenses tab of the selected Project, to allow invoicing to the client for this expense. If linked to the <Office> project, then the expense is related to and internal company task and has been entered as the employee requires reimbursement.
3. Sub ProjectThe Sub Project the expense is related to.
4. Cash Rate NEW 4.9.4 The cash expense rate type that will be used to apply the required markup % on the project for the staff expense. Learn more about setting up cash rates.
5. TypeThe category that the expense is related to. These entries are defined in Default Data > Expense Types.
6. NoteA description of the expense being claimed.
7. Total (inc tax)Enter the total value of the expense including tax. Once selecting the tax rule to be used the tax and total (ex tax) values will be calculated using this value. If the expense does not include tax, the value can be entered into the Total (ex tax) column instead.
8. TaxSelect the tax rule that will be used to calculate the tax value for this expense. i.e. Tax Free or Tax Applicable.
9. Tax ValueThe tax dollar value for the expense (read only). This value is automatically calculated after entering the expense row total, and selecting the tax rule to be applied
10. Total (ex tax)Enter the value of the expense excluding the tax value. This is commonly done for tax free expenses.
11. UnitsEnter the how many of this expense item your are claiming for on this expense. i.e. If you are claiming for one taxi fare at that total rate, then the number of units is 1.
12. StatusThe following status options can be shown in this column after the cash expense has been saved. Approved expense , Invoiced expense , Written off expense ,Declined expense (when expense approvals is active) , Queried expense .