Office expenses

1. Go to: Organization menu > Office expenses.
2. Start entering a new office expense row on the entry row is shown with the green plus symbol.
3. Select the project that the expense is related to. 
   e.g. Internal project for internal tasks, or select the relevant billable or non-billable project from the drop-down list.
4. Select the stage.
5. (Optional) Select a project task to link the expense against.
6. Select the rate. This controls the per unit fixed cost for the type of expense. e.g. Printing color A4 - $3 per unit.
7. Type a note to describe the reason for the expense. This can be shown on the project invoice to the client, and seen by the project team in the transactions tab.
8. Select the transaction invoice date from the calendar.
9. Type the number of units. This is used to calculate the total for the expense. e.g. If 5 x A4 color pages were printed then 5 units are entered here.
10. Save.

The delete an office expense option is only available if the office expense line has not yet been invoiced. If the saved line has already been invoiced then the row action button is hidden.

1. Go to: Organization > Office expenses.
   • Single row - Click the row action button and select 'delete'.
   • Multi-row - Select the checkbox(es) on the row left for each item you want to delete. Then choose 'delete' in the select an action box in the bottom bar shown on screen.
2. The list is refreshed and the office expense(s) have been deleted.

1. Project Select the project the office expense transaction will be linked to. This can be any billable or non-billable project for the open organization. If the expense is not linked to any of these projects then link it to the internal project, which is used to track non-specific internal costs.
2. Stage Select which stage from the project this expense was completed for.
3. Task Optional field that allows you to choose which project task the expense is related.
4. Rate Select the fixed cost rate. This controls the per unit cost with which the expense cost is calculated.
5. Note Type a description of what the expense was for, which can be shown on the invoice to the client.
6. Invoice date Select the transaction date for the expense. This controls what date (and invoicing period) the expense will be shown within the project.
7. Units Type the number of units. E.g. 2 days rental for the surveying equipment, or 5 pages of color printing.
8. Total The total value is the rate fixed cost value times the number of units. E.g. $180 per day for equipment rental is the rate fixed cost. The equipment is rented for 2 days (2 units). Total cost is $180 x 2 = $360.00.