Travel Expenses

1. Double click a date in the calender view to open the add page, or click the add button above the calendar to create a new expense row.
2. Click the 'Travel' tab at the top of the page to switch to expense entry mode.
3. Click into the project field.
4. The 'Select Project' window opens. Click on a row or click the checkmark on the right on each row to use that project. Find the project to use for the expense entry with one of the following options:
   1. My ProjectsPick the project name from a list of your favourite or most worked upon projects. You can add items to your 'My Projects List' from within the Project Details tab.
   2. RecentUse the history to re-enter an expense (or timesheet) that you have entered on another recent date. Use the toggle buttons to control how much history is shown: 1 week, 2 weeks, 1 month, 2 months.
   3. ScheduleSelect a project from the list of items you are scheduled to work on. The projects shown are the ones you are schedule to work on in the week shown for expense entry. Scheduling staff to complete tasks is part of the 'Resource Management module' in the Synergy Desktop application (available for Enterprise clients only*).
   4. OfficeChoose one of the <Office> sub projects that you want to allocate your expense against. i.e. Select 'Professional Development' to enter the costs for a training course that you need to be reimbursed for. (Note: The internal tasks can be customised by your system administrator to include extra custom office tasks for your company).
   5. SearchLookup a project name that isn't appearing in any of these tab using the 'Search'. Type a keyword into the search box and press 'enter' to run the search.
5. Select a sub project.
6. Select the rate to be used for this travel expense claim. This will automatically populate the rate amount into the 'Value' field.
7. Select an expense type.
8. Enter the number of units. For example enter 55, if 55 kilometres were travelled. The amount to be reimbursed will be calculated automatically as the number of Units multiplied by the Value.
9. Type a note to describe the travel expense (i.e. purpose of the travel).
10. Click save.

1. Double click a day in the calendar view, or click the 'Add' button above the calendar to start adding add a new expense.
2. Click the 'Travel' tab at the top of the screen to change the entry mode.
3. Click into the 'Project' field.
4. The 'Select Project' window is shown, and the search box is in the top right corner.
5. Type a keyword to search for into the Search box.
6. Press the enter key or click the search button to run the search.
7. Click on a row or click the checkmark button next to a project in the list to use it for your travel expense entry.

Use the 'Recent' panel in the project look-up pop-up to find the history of recently entered timesheets or expenses. The expenses shown here are either cash or travel expenses. Reuse the expense history items for the next week/months when your incur the same expense.

The 'recent panel' shows the timesheets or expenses that have been entered in the last 2 weeks by default. Click the row or the checkmark on the row to use that recent expense entry, and the project - sub project - rate - expense type will be automatically completed to match the selected expense.

Use the toggle buttons to adjust the amount of history shown: 1 week, 2 weeks, 1 month, 2 months.

The Value panel on the expense entry page lets you check the dollar value already entered for each day. The total value shown is for the cash and travel expenses for each day. Before adding extra records for a day check that you haven't already entered the expense by double checking the value shown in the top right corner of the day of week box.

You can also check the total expense value already entered in the calendar view. The total expense value entered is shown for each day in the calendar in red. To learn more view this topic: Using the calendar view.

1. The calendar opens and displays the current month by default, or the month of the last entered timesheet.
2. If expenses have been entered then the dates are shown in red in the calendar view.
3. Select a day in the calendar (single click) to view the entered expenses (cash and travel) for that day.
4. To view the entered expenses for a different day:
   1. Click another date in the calendar view. Days with entered expenses are shown in red in the calendar.
   2. Or click the previous or next months button, to locate a different month in the calendar.
   3. Return to viewing the expenses entered for today's date using the 'Today' button above the calendar.
5. The entered expense panel refreshes to show your existing expenses entries for the date you choose in the calendar.
6. If no expenses are shown then follow the steps to add a new cash expense entry.

These buttons are shown in the calendar view. They are shown for use with timesheets, and have no impact on the cash or travel expenses. To learn more see the Timesheets topic.

1. StaffThis show the name of the logged in user for which the expense is being entered. This is read only.
2. ProjectSelect the project that the expense being claimed relates to.
3. Sub ProjectSelect which of the sub projects this expense claim relates to.
4. RateSelect the rate to be used for the travel expense being claimed.
5. Expense TypeSelect the type of expense from the expense type categories shown in the drop down list.
6. UnitsIn the Value panel, type how many units of this expense item you are claiming reimbursement for. This is the number of KM's or Miles being claimed for.
7. ValueRead only. The value is automatically populated, based on the rate selected. This is the value/rate per KM or Mile that you will be reimbursed for this travel expense.
8. NotesEnter a description of the expense being claimed (i.e. purpose of the travel).