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Service

Work Orders - Expenses

Confirm with your supervisor as to whether you will log your expenses, or whether the call centre administration will do this.

Expenses will be updated automatically for clients using Tech Connect.

Ribbon Access:   Service   >   Work Orders

1. The Work Order Listing screen will be displayed.
2. Select the Site where the work order was assigned.
• The example has Durban selected.
3. Set the Status to Open.
4. Click on the row of the work order you wish to add an expense claim to.
5. Click on the Expenses tile.

6. The Expense Claims for WO Code [work order code] screen will be displayed.

Add Expense Claim

7. Click on Add.

8. The Expense Entry screen will be displayed.
• Work Order:  The work order number selected will auto populate the field.
• Employee:  The employee logging the expense entry will display in this field. Click on the search button to select the employee who incurred the expense.
• Expense Date:  The current date will display. Click on the down arrow to select the date the expense was incurred, using the calendar function.
• Type:  Click on the down arrow to select the Expense type.

  Refer to Basic Static Data to add or edit an expense type.

• Detailed Description:  Type in the description or reason for the expenses.
• Source Reference:  Type in the reference or proof for the expense, e.g. receipt information, if available.
• Source Available:  Click to select the check box, if documentation, e.g receipt, for the expense, if available.
• Expense Amount:  Click to type in or use the arrow indicators to select the rand value for the expense.
• Billable:   Click to select the check box if the expense is billable. Leave unselected, if the expense is not billable.
9. When you have finished adding the expense claim details, click on Save.

10. You will return to the Expense Claims for WO Code screen.
11. When you receive the Expense Processing message to confirm that;
• Expense Claim on WO: [work order code] complete.
12. Click on OK.

13. The Expense Claim can be viewed in the Expense Claims for WO Code screen.

Edit Expense Claim

1. From the Expense Claims for WO Code [work order code] screen,
2. Click on the row of the expense claim you wish to edit.
3. Click on Edit.

4. When you receive the Expenses message to confirm;
• Are you sure you want to edit this expense for [employee name] on Work Order [work order code]?
5. Click on Yes.

6. The Expense Entry screen will be displayed.
7. Make the required changes to the Expense entry.
8. Click on Save.

9. You will return to the Expense Claims for WO Code screen.
10. An Expense Processing message will display informing you that;
• Expense Claim on WO: [work order code] complete.
11. Click on OK.

12. The updated details can be viewed in the Expense Claims for WO Code screen.

Delete an Expense Claim

1. From the Expense Claims for WO Code [work order code] screen,
2. Click on the row of the expense claim you wish to delete.
3. Click on Delete.

Note that you can only remove an expense with an A - Active status.

4. When you receive the Expenses message to confirm;
• Are you sure you want to remove this expense for [employee name] on Work Order [work order code]?
5. Click on Yes.

6. The Status of the deleted expense will change to I - Inactive.
7. Click on Back to return to the Work Order Listing screen.

Related Topics

• Basic Static Data