Travel Expenses

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

1. Select the date from the calendar.
2. Select a Project.
3. Select a Sub Project.
4. Select a Travel Rate.
5. Select an Expense Type.
6. Type a Note to describe the expense.
7. Enter the number of items used. i.e. 55 kilometres were travelled.  The amount to be reimbursed will be calculated automatically based on the cost rate set within the travel rate.
8. Save.

The lower half of the travel 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 travel expense for.
2. View the list of history rows in grey at the bottom of the list.
3. (Optional) adjust the travel rate and expense type if required.
4. Enter the number of KM's travelled.
5. Repeat this process for each history row required.
6. 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 timesheet, cash expense, and travel expense entries for 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.

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

Delete a travel expense by:

1. Select the date of the expense in the calendar.
2. Highlight the travel 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 travel 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 travel 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 required. 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. Travel RateThe travel rate which will be used to calculate the Claim. Travel Rate items are created in Practice > Rates List.
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. KM'sThe number of KMs travelled when claiming for mileage, or the number of units being claimed when entering other fixed cost travel expenses.
8. ClaimThe total value of the expense row entered. This is calculated as the Number of KMs (Units) x the rate of the travel item. Travel Rate items are created in Practice > Rates List.
9. StatusThe following status options can be shown in this column after the travel expense has been saved. Approved expense , Invoiced expense , Written off expense ,Declined expense (when expense approvals is active) , Queried expense .