New expense - basic
The creation of an expense consists of two subsequent steps: the input of basic data and the completion of data with additional information. The first step is mandatory for everyone, while the second can be enabled or disabled by an administrator user (from the set-up page).
In this chapter we see the contents required for the entry of basic data both in the web version and in the mobile version of the platform. If the completion of the expense data is not requested, the information and data reported in this chapter are considered sufficient to save expenses as "completed" and make them available to be associated with an event or entered in the expense report.
Use of web platform
When using the Smart Expense platform via web (therefore from a PC or tablet), the creation of a new expense involves, as we have already seen in Take the first steps, the selection of an input method between Single Receipt (one document) and Multiple Receipts (many documents), in addition to the Car Mileage mode that we will see in a later chapter.
Both the Single Receipts and Multiple Receipts modes require very similar basic information which can essentially be traced back to the following:
payment date: the date of payment must be indicated both for expenses incurred in cash and by credit card; in the case of expenses prepaid by the company, it is necessary to indicate the date on which the service was concluded (for example for a short-term car rental) and in which you come into possession of the expense document (for example the delivery of the hotel); the payment date does not always coincide with the date of accrual of the expense.
currency code: if the payment is made in a currency other than the euro, you can type in the currency field the 3-digit code corresponding to the currency used and enter the amount paid (which will be converted into euro at the exchange rate of the day payment); the proposed exchange rate can be changed manually by the user.
amount paid: this is the total amount paid in the indicated currency and must always correspond to the total amount of the supporting document supporting the expense.
payment methods: you can choose between cash and prepaid.
expense classification: you must first choose the expense group (eg travel and business trips), then one of the categories allowed for that group (eg food) and finally one of the types of expenses associated with that category (eg lunch). To learn more, read What are classifications.
In the multiple receipts entry mode it is also possible to indicate the type of document supporting the expense and attach the photo or scan of the original document.
Use of mobile platform
When using the Smart Expense mobile platform (i.e. the iOS or Android app) to create a new expense, click on the central red + button in the Expense menu and select between "Type Expense" and "Upload Receipt". The mode for creating multiple expenses is not available, while, similarly to what was seen for the web version, there is the mode relating to "Car Mileage".
The "Type Expense" option allows you to access a short sequence of data loading, which begins with the request for the payment date, currency, amount and method of payment. You must then continue with the indication of the expense classification (group, category and type) and then finish with the possible completion of the expense data (if required by the company set-up).
The "Upload Receipt" option allows you to access the smartphone photo function and choose whether to take a photo or to choose a photo or a file already in the archive. Then continue with the compilation of the data as in the previous option. If after uploading the expense document you do not proceed with data entry, the expense is in any case saved as "temporary" and you will find it in the list of open expenses (ready to be completed later).
Multiple classifications
Both in the web and mobile version it is possible to divide the amount paid into multiple classifications to manage expense details of a different nature that are documented by a single document.
Typically this need occurs with hotel expenditures, when with the final payment is issued a single invoice for accommodation expenses, for meals and for example for the charge of the tourist tax. In these cases it is sufficient to add more detail lines in the same expense and fill in each line with the appropriate classifications.
Multiple classifications are useful for reporting exactly the nature of the expenses incurred (for tax purposes, for example, expenses of different types undergo a different treatment) but also in all cases where there are spending limits to be respected by type of expense and the company administration requires the separate indication of each expense.
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