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Expenses

Sage Coretime enables you to define reimbursable employee expense types, such as Mileage, Meals and Accommodation.

To add an expense, carry out these steps.

1. Open the Edit view in the left-hand pane.
2. Click Expenses in the left-hand pane.
3. Click the NEW button.

4. Enter the details of the new expense.

   Expense details

   Item	Description
   Expense	The name of the new expense. Expense names are limited to 70 characters.
   Service Provider	Most organisations engage other companies to provide services such as: Filing expenses. Legal fees for company searches. Courier charges. In Sage Coretime, such a company is called a Service Provider. Use this field to associate a service provider with this expense. This signifies that the expense arises from payments due from you to the service provider.
   Unit Cost	You can use the Unit Cost field to associate the expense with an amount reimbursable to the relevant employee. In the case of a Mileage expense, the unit cost can be a six-decimal-place value.
   Unit Charge	You can use the Unit Charge field to associate the expense with an amount chargeable to the relevant client. This amount is charged to the client when an invoice for the expense is raised.
   Apply Unit Charge	This checkbox enables you to apply the unit charge for this expense. If you deselect the checkbox, unit charges are not applied for this expense.
   Vat Rate	The VAT percentage that applies to this expense.
   Inactive Expense	Select this checkbox to make the expense inactive.
   Flag as Non Recoverable Expense	This setting adds a special icon to non-recoverable expenses in the project's WIP tab.
   Unavailable for Employees	When this option is enabled, employees can't log this expense through the main Time and Expense Entry screen. If the employee has access to the Outlay module, this expense can be logged as an outlay.
   Do Not Show On Employee Report	When this option is selected, the expense will not appear on the employee's expense report, so they can't claim for the expense.
   Mileage Expense	Select this checkbox if the relevant expense is a mileage expense. The system will calculate a mileage total on the employee's expense report.
   Expense Ledger Code	This field enables you to associate a ledger code with the expense. This facilitates nominal integration of your Sage Coretime data with an external accountancy package.
   Handling Fee %	This field enables you to specify a percentage mark-up that will be charged to the client in addition to the basic expense cost. This mark-up is called a Handling Fee. When the expense is entered, a Handling Fee Item is added to the project's WIP tab. Note: Generally it's better to charge a client a mark-up using Unit Cost and Unit Charge (see above).

5. Click Submit.

You have set up a new expense category.

You can apply restrictions to expenses.

See also

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