Overview
Expenses should be entered as soon as they are incurred. This helps to ensure they do not miss getting billed. There is no restriction on how many expense entries can be entered.
Individual expense entries may be referred to as transactions since those marked as billable are used to create the Bill.
The Time & Expense Types available to select on a Ticket are determined based on the Ticket Type when the Ticket was created. If there are no default Time or Expense Types then the button to add the corresponding entry will not appear on the T&E tab on the Ticket. You can add Time & Expense Types to a Ticket making them appear.
Warning
Changing a ticket's Type after it is created will not bring over the new ticket Type's associated Time or Expense types over. You have to use the Manage button on the T&E tab of the ticket and manually add them to the ticket.
Tip
If a ticket has multiple different items related to the work, add each item as separate expense entry; however, if multiple of the same item (e.g. 5 USB 32 GB storage device) were purchased add these as a single line entry with the expense description indicating the quantity (e.g. SanDisk - Ultra Dual Drive Luxe 512GB USB 3.1, USB Type-C Flash Drive - Silver (Qty. 5) ).
What materials do I need?
- Internet access
- TDNext license
- Access to applicable ESM ticketing application
How do I use this technology?
- Open the ticket to add an expense item to.
- Click the T&E tab.
- Click the + Add Expense button, which will open the Add Expense Entry window.
- Select Project Expense, or Ticket Expense as appropriate. In most cases Ticket Expense is the appropriate option.
- The Ticket field will default to the ticket in which the + Add Expense button was clicked. Typically, this should not need to be changed.
- In the Type drop-down menu select the appropriate type of non-labor expense.
Tip
The options available in the Type drop-down menu are unique per ticketing application, and must be setup in advance. If no type options are available contact the App Admins for the application.
- In the Merchant field, enter the Name of the vendor where the cost was incurred.
- In the Amount field, enter the cost associated with a specific expense.
- In the Receipt Date field, enter the date the expense was incurred.
- Based upon the Expense Type selected, the Billable box may be automatically selected, and grayed out.
- Billable: Indicates the item is billed to the requesting individual, or department.
- Reimbursable: Indicates whether the expense is Reimbursable. The specific use/meaning of this option varies between departments. Individuals adding expense entries should check their department's standard operating procedures regarding their use of this field.
- Receipt: Select if the expense has a receipt, and that it has been attached to the ticket.
- In the Description field enter a succinct description of the expense (e.g. "OWC 20.0 TB Jupiter mini 5-Bay Desktop NAS", "OWC 2.0 TB Envoy Pro FX", etc.)
- If there is only one item on the receipt, under File Attachment (A picture of a receipt or a web receipt) do the following steps. Otherwise attach the receipt after all expense entries have been added.
- Click Browse...
- Navigate to the location of the receipt.
- Select the file.
- Click Upload.
- If there are additional expenses to add then click Save and New, otherwise click Save.
Need additional help or have issues
For support, requests may be submitted anytime using the appropriate Enterprise Service Management form. Requests generate a Ticket which will be worked in order received and urgency by IT Employees with the knowledge and permissions to assist with the request.
For immediate assistance please review the Contact Us page for the appropriate support group.