Expense management is one of the key factors for success of a small or medium business. AvailSuite provides comprehensive way of creating and tracking expenses, and making sure they are billed appropriately. Using AvailSuite you can:

• Create new Expenses
• Submit Expenses for approval
• Approve or Reject expenses
• Define a default Status for new Expenses
• Create an AP payment for an expense
• Add expenses to invoices
• Review all your expenses
• Review all expenses of a specific Employee
• Review all expenses related to a specific Customer

How to create new Expenses?

To create a new expense record, user can use a number of ways:

• Use the New Expense button;
• Select New and then Expense in the File menu of the main form;
• fill a new row directly in the Expenses view;
• go to the Expenses tab on the Customer form and click the + button below the expenses grid;
• go to the Expenses tab on the Order form and click the + button below the expenses grid.

How to submit Expenses for approval?

You can submit an expense for approval while it has Draft status. Simply click the Submit button at the top of the expense form:

Also you can submit draft expenses in any available grid displaying expenses. For this purpose, select an expense or a set of expenses, and click Submit in the context menu or click the Submit item in the Actions menu.

AvailSuite provides two modes for creating expenses. See How to define a default Status for new Expenses?

• You create expenses as Draft; you need to click Submit after creating an expense.
• An expense can be submitted for approval while it status is Draft. Simply click on Submit button at the top of the expense form:

How to Approve or Reject expenses?

Administrator and manager users can approve or reject submitted expenses using one of the following approaches:

• On the expense form by clicking the Approve or the Reject button correspondingly;
• In grid, by using the context menu or by the Actions menu on the main form (select an expense or a group of expenses to apply the action);

How to define a default Status for new Expenses?

You can create new expenses as Draft or as Negotiated. Administrator users can define the default status for new expenses. For this purpose, use the Default Statuses tab on the System Options form (to open this form, click the System Options in the Maintenance menu of the main form).

How to create an AP payment for an expense?

If you need to create an AP Payment covering a specific expense, there is an easy way to do it. Open the expense form (or select an expense in a grid) and click the Add AP Payment button on the toolbar. This will create a new AP Payment and copy all relevant information from the expense form to the new AP Payment.

How to add expenses to invoices?

When creating an invoice, you can add specific expenses that have been linked to the customer on the invoice. To do this, use Product/Service/Expense selection control by clicking this button:

Then, instead of selecting a Product or Service, switch to adding Expenses by clicking the Expenses radio-button. The system will display all expenses that are linked to the customer and have not been added to any invoice yet.

See also How to add Expenses into an Invoice?

How to review all your expenses?

To do open a view of all your expenses, follow the steps:

• Click the Production group in the navigation pane;
• Select the My Expenses view at the view list.

You can also review just your Draft, Submitted, Approved, and Rejected Expenses. To do this, select the appropriate view at the view list: these views reside below the My Expenses view.

How to review all expenses of a specific Employee?

You may use the Expenses by Employee view to see Expenses made by a specific Employee. To do this, follow the steps:

• Click the Production group in the navigation pane
• Select the Expenses by Employee view at the view list on the top
• Expand the expenses list by clicking on the + sign next to the Employee name

How to review all expenses related to a specific Customer?

All the customer-related expenses can be seen on the Expenses page at the bottom of the customer detail screen. You may add, edit, and delete expenses in the grid by opening popup menu (using right mouse button click) or by using grid's toolbar at the bottom.