Expense Rules

Lump Sum

Manual Entry

1. Select the Manual Entry Expense invoice Rule type as described in Invoice Schedule > New Rule.

2. Enter the Rule Name.

3. Select the Tax Rate to apply to all invoice items generated from this rule (see Admin > Invoicing > Invoice Rule Defaults to set the default option for this field).

4. Ensure the Active Rule option is selected.
   Note: If this is not selected the invoice rule will not forecast any revenues or generate invoice items.

5. Optionally enter a PO Number. This is the Client Purchase Order number against which invoices should be raised.  
   A project’s PO numbers are setup via the Project > Summary screen.

Note: Client Purchase Orders is an optional module. Please contact customer support to enable this feature.

6. Enter any relevant Notes. These will copy through to the notes on each invoice Item generated from this rule.

7. Optionally enter AccountsLink Department Number and Sales Nominal Code.
   These references will be copied to each invoice item generated from this invoice rule and used to allocate the revenues appropriately when exported to your accounts system.

Note: AccountsLink is an optional module.

8. Optionally associate this revenue with a Task.

9. Optionally associate this revenue with an Expense Type.

10. Click Accept.

Note: The Invoicing Due Date will default to the value set in Invoice Rule Defaults.

10. You can now update the forecast invoicing amount using the Invoice Schedule table, see Schedule Lump Sum Invoicing in Fixed Fee Rules.

Task Completion

1. Select the Task Completion Expense invoice Rule type as described in Invoice Schedule > New Rule.

2. Complete steps 2 to 8 as described above in Manual Entry.

3. Optionally associate this revenue with an Expense Type.

4. Select the Trigger Task. The forecast revenue will become due for invoicing when this task’s status is set to complete.

5. Enter the Amount to invoice when the trigger task is marked as complete.
   Note: You can also update the forecast invoicing amount using the Invoice Schedule table.

6. Click Accept.

Note: The Invoicing Due Date will be set to the forecast end date of the Trigger Task.

Recharge

1. Select the Expense Recharge invoice Rule type as described in Invoice Schedule > New Rule.

2. Enter the Rule Name.

3. Optionally select to Use expense type’s tax rate.
   This will apply tax to the generated invoice items at the rate specified when entering the user expense or purchase invoice.

Note: This option is only available when invoice items are not grouped, or they are grouped by Expense Type.

4. Select the Tax Rate to apply to all invoice items generated from this rule (see Admin > Invoicing > Invoice Rule Defaults to set the default option for this field).

5. Ensure the Active Rule option is selected.
   If this is not selected the invoice rule will not forecast any revenues or generate invoice items.

6. Optionally enter a PO Number. This is the Client Purchase Order number against which invoices should be raised.  
   A project’s PO numbers are setup via the Project > Summary screen.

Note: Client Purchase Orders is an optional module. Please contact customer support to enable this feature.

7. Enter any relevant Notes. These will copy through to the notes on each invoice Item generated from this rule.

8. Optionally enter AccountsLink Department Number and Sales Nominal Code.
   These references will be copied to each invoice item generated from this invoice rule and used to allocate the revenues appropriately when exported to your accounts system.

Note: AccountsLink is an optional module.

9. Optionally select to Group Invoice Items.
   Grouping invoice items combines multiple expense and purchase invoice entries together in a single invoice item.
   This reduces the number of invoice items created and the level of detail that will then be shown on invoices.

10. Optionally select Include non-recoverable items

          As a default the Invoice Schedule will not pick up reconciled Purchase Order items that have been marked as non-recoverable.  Check this box to include non-recoverable items.

Grouping Options

Note: Invoice Items must be grouped by Project so this option is not editable.

• Task  to which the time is logged

• Job Role of the user that logged the time

• User who logged the time

• Month in which the time was logged

• Expense Type of the logged expese

Note: Time invoice items must either not be grouped, or be grouped by Charge Rate to enable rounding functionality.
             This is because it is not technically possible to accurately round multiple items with different charge rates.

Filters

10. Optionally filter the time that is invoiced using the slide panels:

• Dates Only Time Logged between specified Dates will be invoiced

• Users Only time logged by the selected users will be invoiced

• Expense Types Only expenses and purchases invoices logged with the selected Expense Types will be invoiced

• Suppliers Only purchases invoices logged by the selected Suppliers will be invoiced

11. Click Accept.

12. Click Save.

Note: The Invoice Schedule table will forecast invoicing based on the resourced time at the Project > Rates.

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