Expenses

The EXPENSES section within Function Point allows you to keep track of all your job related expenses. 

• This includes internal expenses, external expenses as well as courier or shipping costs. 
• All expense information added to the system will update the job real-time so you really know how you are doing compared to your estimated costs.
• You have the ability to create vendor Purchase Orders as well as simple Insertion Orders from within this section.

Table of Contents

Click on any of the titles below to navigate directly to related information or scroll down to view the entire page. 

Find Expenses 

External Expenses - Add PO

Add Insertion Order

Fill Expense

Internal Expense  

Courier

Credit Cards & Reimbursements

Find Expenses

• External, Internal and Courier expenses have seperate find screens that can be accessed through the drop-downs.
• PO's and Insertion orders are both considered external expenses and share the same find screen.
• Search by any information you know about the expense.
  • All or part of the job name or number.
  • The project if one is associated to the job.
  • The company that the job is for.
  • The PO or Insertion Order number.
  • The reference number given to the expense.
  • The staff member who created the file.
  • The expense type or description. 
  • Remember, you can search by any field or combination of fields that appear on any list page.

This will result in one of three potential pages being displayed: 

• If there are multiple expenses found, then the list page will be displayed.
  • Select the desired expense to go straight to the details.
• If only one expense is found, then the detail page will result.
• If there are no expenses found, a red stop sign with the words "Sorry, no contact was found" will be displayed.

Tips on Finding Specific Records.

• Enter just the first few letters of a name or other information (such as city) being used to query.
  • This will ensure that spelling errors do not occur in the search and an inaccurate result.
• To find a range of Job Numbers or Dates use three dots between the values and then hitting tab.
  • For example July 1, 2007 ... July 31, 2007. 
    • Leaving the second value blank will go to todays date or most recent job number.
    • Leaving the year black will default to the current year.
• If you are searching for something specific always click "find" as "find all" will always show you the entire list.
• You can choose to search by text that "begins with," "ends with" or "contains" by selecting the appropriate radio button. 
• Clicking a date on the calendar will populate the date field with the specific date you choose.

Back to top

External Expenses - Add PO

External expenses are items purchased via a vendor/supplier for a job.

This part of the software is comprised of 2 parts: Purchase Order Creation and Client Billing for the Purchase Order.

1) Creating a Purchase Order (PO).

The required fields include:

• Job Number.  
• Supplier Name.  
• Expense Type.
• Job Name.  
• Phase Name.  
• Quoted Amount (the value of your insertion order printout).

Select the SUBMIT icon to go to the External Expense detail page, select the PRINT icon and your Purchase Order will be generated as a PDF document that can be emailed or printed.

2) Client Billing for the Purchase Order

When the final invoice is received from the supplier you will be able to find the expense by either doing a search or directly from the job financial page.

• From the purchase order edit page add the actual value of the invoice including the rate, discount, quantity, etc. 
• This will close the outstanding Insertion Order and put the actual values against the job.
• Select the Job Name or Number, the Supplier, Phase Name, Expense Type, Quantity, Rate, and Discount (if any.)
• The Expense Date will automatically be populated with today's date unless specifies otherwise.
• The Cost and Subtotal will be calculated by the system and will depend on the values entered in Quantity, Rate, and Discount.
• The user can now choose one of nine methods to calculate the rate to be billed to the client.
• No Discount and No Taxes.
• No Discount, Add Tax Before Markup.
• No Discount, Add Tax After Markup.
• Markup After Discount, No Taxes Applied.
• Markup After Discount, Charge Tax Before Markup.
• Markup After Discount, Charge Tax After Markup.
• Markup Before Discount, No Taxes Applied.
• Markup Before Discount, Charge Tax Before Markup.
• Markup Before Discount, Charge Tax After Markup.

Each external expense can be calculated differently and will be carried down to the invoices and reports.

Note: Taxes are selected from the drop down menu. Selection of a tax group will allow the user to enter in a dollar amount for the tax amount. Do not enter in a percentage value.

The Submit icons presents two options:

• Selecting the SUBMIT icon puts the item into the system.
• Selecting the SUBMIT/ADD icon puts the item into the system and keeps the user on the current screen.

You are also able to add multiple lines to your purchase order by clicking on the add line item icon.

• This allows for multiple orders to be created, tracked and printed from a single PO screen.

Back to top

Add Insertion Order

1) Creating an Insertion Order.

The required fields, just like a PO include:

• Job Number. 
• Supplier Name.  
• Expense Type.
• Job Name.  
• Phase Name.  
• Quoted Amount (the value of your insertion order printout).

Select the SUBMIT icon to go to the External Expense detail page, select the PRINT icon and your Insertion Order will be generated as a PDF document that can be emailed or printed.

2) Client Billing for the Insertion Order.

When the final invoice is received from the supplier you will be able to find the expense by either doing a search or directly from the job financial page.

• From the insertion order edit page add the actual value of the invoice including the rate, discount, quantity, etc. 
• This will close the insertion order and put the actual values against the job.
• Select the Job Name or Number, the Supplier, Phase Name, Expense Type, Quantity, Rate, and Discount (if any.)
• The Expense Date will automatically be populated with today's date unless specifies otherwise.
• The Cost and Subtotal will be calculated by the system and will depend on the values entered in Quantity, Rate, and Discount.
• The user can now choose one of nine methods to calculate the rate to be billed to the client.
• No Discount and No Taxes.
• No Discount, Add Tax Before Markup.
• No Discount, Add Tax After Markup.
• Markup After Discount, No Taxes Applied.
• Markup After Discount, Charge Tax Before Markup.
• Markup After Discount, Charge Tax After Markup.
• Markup Before Discount, No Taxes Applied.
• Markup Before Discount, Charge Tax Before Markup.
• Markup Before Discount, Charge Tax After Markup.
• The main difference between adding an insertion order and adding a PO is the addition of fields for issue date, placement and ad size.

Each external expense can be calculated differently and will be carried down to the invoices and reports.

Note: Taxes are selected from the drop down menu. Selection of a tax group will allow the user to enter in a dollar amount for the tax amount. Do not enter in a percentage value.

As with purchase orders, the Submit icons present two options:

• Selecting the SUBMIT icon puts the item into the system.
• Selecting the SUBMIT/ADD icon puts the item into the system and keeps the user on the current screen.

You are also able to add multiple lines to your insertion order by clicking on the add line item icon.

• This allows for multiple orders to be created, tracked and printed from a single insertion order screen.

Back to top

Fill Expense

The fill expense form is the same as the PO with the exception of the location of the supplier. This form allows the user to add multiple expenses to multiple suppliers/vendors on one page.

• From the expense edit page add the actual value of the invoice including the rate, discount, quantity, etc. 
  • This will close the outstanding expense and put the actual values against the job.
• Select the Job Name or Number, the Supplier, Phase Name, Expense Type, Quantity, Rate, and Discount (if any.)
• The Expense Date will automatically be populated with today's date unless specifies otherwise.
• The Cost and Subtotal will be calculated by the system and will depend on the values entered in Quantity, Rate, and Discount.
• The user can now choose one of nine methods to calculate the rate to be billed to the client.
  • No Discount and No Taxes.
  • No Discount, Add Tax Before Markup.
  • No Discount, Add Tax After Markup.
  • Markup After Discount, No Taxes Applied.
  • Markup After Discount, Charge Tax Before Markup.
  • Markup After Discount, Charge Tax After Markup.
  • Markup Before Discount, No Taxes Applied.
  • Markup Before Discount, Charge Tax Before Markup.
  • Markup Before Discount, Charge Tax After Markup.

Each external expense can be calculated differently and will be carried down to the invoices and reports.

Note: Taxes are selected from the drop down menu. Selection of a tax group will allow the user to enter in a dollar amount for the tax amount. Do not enter in a percentage value.

The Submit icons presents two options:

• Selecting the SUBMIT icon puts the item into the system.
• Selecting the SUBMIT/ADD icon puts the item into the system and keeps the user on the current screen.

You are also able to add multiple lines to your purchase order by clicking on the add line item icon.

• This allows for multiple orders to be created, tracked and printed from a single PO screen.

Back to top

Internal Expense

Internal expenses are consumables.  Things that are created within your own organization for client use.  Examples include color proofs, paper, etc.

To enter an Internal Expense to the system, the required fields are:

• Job
• Phase
• Expense Type
• Quantity
• Cost

Fields not required:

• Override
• Description

Clicking the SUBMIT icon puts the item into the system.

Clicking the SUBMIT/ADD icon puts the item into the system and keeps the user on the current screen.

Back to top

Courier

Shipping/Courier Expenses can be tracked by either creating an expense through the PO or Expense modules, or by setting couriers up specifically as couriers. There are two main differences:

1. Setting a courier up allows you to create an entire rate-sheet for your shipping charges.
• This is quite a bit more complex, but it does allow your company to set specific rates based on your courier rates rather than a standard mark-up.
• You will need to set this up through the configure shipping area in admin.
2. Courier charges will show after the sub-total of your invoice rather than together with other external expenses on the job.
• This allows you to separate your shipping charges from other expenses more visibly. 

• Select the Shipping (courier) expense and select to ADD EXPENSE.
• Fill in the Job, Phase, Courier Company, Service Distance, Service Type, and Quantity.
• When appropriate, fill in the cost or override amounts.
• The description can be used to support the expense item with details.
• Clicking the Submit icon puts the item into the system.
• Clicking the Submit/Add icon puts the item into the system and keeps the user on the current screen.

Back to top

Credit Cards & Reimbursements

How to deal with Credit Cards & Reimbursements in fp

Links for larger images: Expense Form , PO/Credit Charges & Reimbursements


Back to top