Expense Recording

Expense Recording

Enter expenses as soon as you are able.

The default status filter is New. Select other status options from the dropdown Status Filter option field.

Remember every blue field is required. If you are reimbursed for miles driven select Mileage as the type. Enter the number of miles in the amount field and an entry field for the rate per mile must be entered. The expense report will calculate the total reimbursement amount.

The create date will default to the date the expense is entered. If the actual expense date is another date this will need to be changed.

Select the Type of expense. Select 'Other' if there is no appropriate option. Enter the amount, description, the event and what organization will be reimbursing the expense.

When adding an expense Status will default to 'New'. The value of Status indicates if the expense has been turned in or if received.

Delete expenses with a Reimbursed Status to keep the database small.

Enter the start date and the date to report through. The Status defaults to New. All expenses recorded during the start and end dates with Status equal to New will be printed.

Expense Report Options
Enter the start date and the date to report through located at the top of the window. The report will print the transactions for the selected date range and the selected Status Filter. When the Filter Status is equal to New the report will print and the status for each entry will be changed to Submitted. It would be a good practice to print two copies of your expenses for submission. Keep one for your records and turn in the second.

Export to MS Excel
Instead of printing the report the same information can be exported to MS Excel. Only the basic information will be exported, there are no calculations or formulas embedded. When in Excel format the file can be emailed as a attachment using your default mail program. Another option is to save it and send it as an attachment to one or more of your contacts in The Pastor's Study. When a New expense is exported the status is not changed to Submitted like the report option does.

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