Overview of the PeopleNet Expense Application
2 Table of Contents Overview... 3 Expense Reports... 3 Upload Options... 3 Receipt Bank... 3 Start a New Expense Report... 4 Enter Expenses... 5 General Parameters... 6 Standard Expenses... 6 Calculated Fields... 8 Maximum Limits... 9 Submit Expense Report for Approval... 10 Other Features... 11 Working with Receipts... 11 Sort Transactions... 11 For questions/comments, please contact PeopleNet support at 1 (800) 669-9765
3 Overview This document outlines the main functions of entering expenses using the Web Time Entry application. The three main areas of the expense section include: Expense Reports Upload Options Receipt Bank Expense Reports In this section, you may: 1. Start a new expense report. 2. Edit saved expense reports that have not been submitted for approval. 3. View the status of expense reports (pending, approved, rejected) submitted for approval. See also Submit Expense Report for Approval for more details about report status. Upload Options This section is used to upload expense receipts into the Web Time Entry application before starting the expense report. You may select from one of the following upload options: 1. Print a bar-coded page to fax in receipts. 2. Browse you local hard drive for scanned images to upload. 3. Email images to expenses@peoplenet-us.com. Note: You may also send images from your smart phone, i.e. iphone or BlackBerry. Receipt Bank This section is used to view/manage receipts that have been uploaded into the Web Time Entry application.
4 Start a New Expense Report 1. Click on the Expense Tab. 1 2. Upload expense receipts (associated with the new report) using 1 of 3 options provided. After the receipts are uploaded, an image of the receipts will appear in the Receipt Bank. Receipt Bank Legend Upload Type Icon: Select the checkbox to delete receipt from Receipt Bank 1. Computer (displayed) 2. Fax 3. Email Receipt Image
5 3. Select the highlighted link to start a new expense report 3 Enter Expenses The following is a display of the expense application window that appears after starting a new expense report. The window is split into two panels: Left Panel: Shows 1 of x receipts uploaded in the previous step. See also Other Features for more available options. Right Panel: Interface used to enter expenses associated with the receipt displayed in the left panel.
6 General Parameters 1. Select the Client name and if desired, enter the name of the expense report. 2. Select an Assignment from the drop down menu. 3. Optionally enter the Project name or select a previously entered project name by clicking on. 2 1 3 Standard Expenses 1. Select the Date and Expense code. 1 2 2. Enter the expense amount (in US Dollars) and Description. Note: Additional messages may appear if special requests/restrictions have been provided by the Client. Please follow the instructions displayed when entering an expense. a. If necessary, select to add a new expense line item. Select to remove an expense line item. Note: Select entered. to clear the data
7 3. Select Submit to add the expense to the report. The data you entered will be added with other expense entries that appear in the transaction window. Note: The expense total is displayed at at the bottom of the transaction window. This amount is automatically updated when an expense is added or deleted. To edit an expense that is listed in the transaction window: a. Right click on the line item b. Select one of the following options: Detail: View expense details Edit: Modify expense entry Delete: Remove expense entry 4. In the left panel, select the checkbox beside Done with this image and click on Next Fax to move to the next fax/image and mark the image as processed. 4 Note: Once the fax/image has been processed, it will no longer appear in the Receipt Bank.
8 Calculated Fields When selecting an Expense code that involves calculations, i.e. vehicle mileage, the expense application automatically calculates the dollar amount after the data is entered. 1. Select the Expense code from the drop-down menu. 2. Enter the amount (RED) and expense Description (GREEN). a. If necessary, select to add a new expense line item. Select to remove an expense line item. Note: Select entered. to clear the data 3. Select Submit to add the expense to the report. The data you entered will be added with other expense entries that appear in the transaction window. Note: The expense total is displayed at at the bottom of the transaction window.
9 To edit an expense that is listed in the transaction window: a. Right click on the line item b. Select one of the following options: Detail: View expense details Edit: Modify expense entry Delete: Remove expense entry Maximum Limits In some cases, spending thresholds/limitations are set by the Client and may require you to enter additional information with the expense entry. If the allowance is exceeded, for instance with a meal expense, a separate pop-up window will appear to include additional information. In this case, the names of individuals included on the meal receipt are required with the expense entry. Note: The number of line items displayed is based on the amount of the expense and the spending limit. Select to include additional line items. Select Select window. to submit the information. to cancel and close the pop-up
10 Submit Expense Report for Approval After all expenses have been entered for the report, select at the bottom of the reimbursement window (RIGHT panel). Note: Once the expense report has been submitted, you are unable to make changes. Select to save the entries and submit the expense report at a later time. Once the report has been submitted for approval, the expense application window will automatically close. The new expense report will be listed under the Expense Reports section as shown below. You may view the approval status of the expense report in the Status column (RED). One of the following messages may appear: 1. PENDING: The expense report is pending approval. You are unable to edit the expense report at this point. 2. APPROVED: The expense report has been approved. No additional information is needed. 3. REJECTED: The expense report has been rejected and additional modifications may be required before approval.
11 Other Features Working with Receipts Receipts that have been uploaded and appear in the Receipt Bank section will be displayed on the left panel of the expense application when a new expense report has been created. Here are few options available: Zoom In Zoom Out Rotate Receipt Counter Clockwise (CCW) Rotate Receipt Clockwise (CW) Print Receipt View additional pages of a fax Note: These options can be found at the bottom of the left panel (RED). Sort Transactions There are three sort options available in the transaction window (Right Panel): 1. By Details: The expense transactions are listed by description.
12 2. By Code (default): The expense transactions are listed by the expense code. 3. By Date: The expense transactions are listed by the date entered. Online Video Tutorials http://www.peoplenet.com/tutorials/videoplayer.cfm?filename=wte/expense Technical Support For questions or issues with the Web Time Entry System, please contact PeopleNet. Support: 1-800-669-9765 Hours: 8:30 AM 5:30 PM EST 24/7 Pager Support Support@peoplenet.com