Adding Expense Lines

This section includes instructions for adding individual expense lines using mobile application once an expense cover page has already been created.

1. To add a line click on Add icon 
2. Select an expense type from the drop down list of options
3. Fill in the required fields indicated by an asterisk.
4. Click on  to continue.
5. If you have attachment to add you can do so in this next step
6. There are three ways to attach a receipt
   1.  Repository - select and attach a file from the receipt repository. The files could have been emailed or faxed to the repository earlier.
      
      1. Select the attachment you would like to add from the repository.
         
      2. Use to select picture
      3. User  to delete the picture
      4. Click on Attach to add the attachment.
   2.  Camera - uses the camera of your smartphone and take a picture of your receipt directly from the mobile app.
      
      1. Confirm the photo by clicking Use Photo or retake the photo by clicking Retake.
      2. To complete the expense line, click Done.
   3.  Album - to select an image from an existing photo album.
      
      1. Browse and select the image you would like to add to the report.
      2. To complete the expense line, click Done. 
   
   
   
7. Select a line and click Edit button   to edit an existing expense line
8. Select a line and click Delete button  to delete an existing expense line
9. Click on the Attachment icon  to view receipts in the repository or to attach a new receipt/document.
   
   

1. Once done attaching receipts click on menu icon to exit out of the receipt screen and to access the Cover Page, Expenses, Attachments, Credit Card Charge or the Validation (to view validation warnings or errors attached to a report) screens.
   

1. To view and update the WBS distribution allocation click on the following icon:

on the Distribution screen:

1. Click Add button  the Add button to add additional distribution lines in case the expense lines on this report should be distributed across multiple projects.
2. Select a line and click Edit button to edit an existing distribution line
3. Select a line and click Delete button to delete an existing distribution line
4. Click on Distribution icon   to distribute expense allocation evenly across the existing distribution lines. To be able to see this button make sure to dis-select any of the selected line by clicking on it one more time. If a distribution line is highlighted in blue, this indicates that the line is selected.
5. Click on Distribution Split icon   to copy the selected line and split the distribution between the new and the selected lines evenly.

When editing an existing line:

1. Enter the Expense Code, if applicable, to indicate if a charge is direct or indirect.
2.  Fill out Level 1, level 2, level 3 fields of your work breakdown structure as applicable. Usually these fields are relabeled (as Project, Account, Activity, Client, Task, Contract etc) to match your company's work breakdown structure labels. A search capability is available for these fields. To search for a record, click on the field and select an option from the list on the bottom of the screen.
   
   1. To select a specific record click on the following icon .
   2. If the selection icon is not available, the selected record requires drilling down to the next level of  breakdown structure using the arrow icon .
3. If available, select a Company and Department in the applicable fields..
   • Use the search functionality if needed to fill in these fields.
4. Enter the %Allocation. it defaults to 100%
5. To distribute by an absolute amount, enter an amount in the Amount field
6. Make sure that the %Allocation column totals to 100%.
   
   

When finished entering the data, click the Done button to  save the updates and go back to the distribution lines.

Click Back button to go back to the list of expense lines.

When ready to exit from an expense report click on the exit icon on top right corner of the screen and select one of the options:

Select Exit to exit the report without saving changes

Select Save & Exit to save the latest changes and exit the report

Select Submit option to submit the report for approval.