Entering Expenses using Experience Pack

Entering Expenses using the Experience Pack
Expenses
Navigate to My details → Start pages → Expenses
All expenses incurred are now entered onto the
Agresso system using the Expenses Experiences
Pack.
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You will first see an overview screen which can take
you to the Expenses screen in order to enter a new
expense claim.
You can also view any Draft, In progress and any
Completed expenses.
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When the expense is saved, it will be sent to your
line manager to be approved through a process
called workflow.
Approved expense claims will be reimbursed during
the next available pay run.
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Expenses takes you to the expense entry screen from where you enter your expense claims.
The Draft box displays the amount of expenses that have been saved with a status of draft. Clicking the box will
display each of the draft expenses, the purpose and status of each allowing you to identify them and open them up
to amend them as and when you need to.
The In progress box displays the amount of expense claims that have been submitted and that are currently in
workflow, awaiting approval. Clicking the box will display them in more detail.
Clicking the Completed box allows you to view all your expense claims that have been approved, and, are ready to
be imported into payroll.
Entering your Expenses – What was the purpose?
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Click into the Purpose field and type the reason for your expense. You must also include the period or date to
ensure the purpose is unique. This is to prevent duplicate expense entries, and it’s also the description on your
payslip.
The Date field automatically defaults with the current date, i.e. the date you are making the claim.
Click Add expense to have an expense row created for you in the What did you spend? Section.
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Entering Expenses using the Experience Pack
Entering your Expenses – What did you spend?
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In the Category field, click the drop-down arrow to select from a choice of categories that suits the type of expense.
In Expense date, select the date that the expense was incurred by clicking on the calendar icon.
In the Description field, overtype the information in brackets with an explanation of what the expense claim was
for.
In the Amount field, enter the amount of the expense.
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Click the icon at the right side of a row in the What did you spend? table to view and update the Cost
Categories section.
Your Position will default in. If you have multiple positions, your main position will be selected.
The Cost centre and Tax code will default in and shouldn’t be amended.
In the Receipt field, press Space to open the lookup in order to select whether the receipt is a VAT receipt or not.
Once all the information for the expense item has been entered, you can now upload the receipt and attach it to
the item on the expense claim. It’s mandatory to attach receipts for all expenses apart from Mileage.
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Entering Expenses using the Experience Pack
Expense Overview
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Clicking the Receipts box within the Expenses overview section allows you to import and upload the receipts to
attach to the expense claim.
Once clicked, the Receipts window opens and you can upload the receipts to the expense claim by clicking Upload
receipts.
A Windows explorer window opens which allows you to browse your computer or network for the expense receipt.
Once you’ve selected your receipt, a copy of it will appear in the Receipts window which indicates it has been
successfully attached.
The Receipts section will update to show that there is a receipt available but that it isn’t matched. The receipt(s)
must now be matched to their expense item(s) by clicking in the Receipts section again.
Receipt Window
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Entering Expenses using the Experience Pack
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When an expense receipt has been uploaded, an image of the receipt itself will open in a separate window for you
to verify that its correct. The bottom section contains a table which is used to match the receipt to the expense
item. Use the left and right facing arrows to scroll to the correct receipt image, and then tick the expense item that
it matches.
Tick the box at the beginning of the expense row that matches the receipt and click Match to receipt. An image will
appear stating that the expense has been matched to this receipt.
Click the X in the top right corner of the Receipts window. A Paperclip symbol will appear at the right side of the
expense item row to indicate that receipt has been attached.
Saving your Expense
Once the expense claim is complete, click Send for approval at the bottom of the screen. The
expense claim will be sent into workflow for approval so you are reimbursed.
The system will then issue you a Success message.
Alternatively, you could Save as draft should you wish to open and amend it in future.
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Entering Expenses using the Experience Pack
Mileage Claims – Private Car for Business
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In the Category field, click the drop-down arrow and select Mileage Private Car for Business.
In Expense date, select the date that the mileage expense was incurred by clicking on the calendar icon or by
entering the date.
Enter a Description of the trip where your mileage occurred. This must include the from and to destinations.
In the Quantity field, enter the number of miles. This will update the Amount field automatically.
The vehicle type MUST be entered, otherwise the rate field will remain 0.00, and you won’t get paid. This will
default in as long as your vehicle has been set up in Agresso. If this is empty or incorrect, you must select the value
lookup.
Your Position will default in. If you have multiple positions, your main position will be selected. The Cost centre
will default in and shouldn’t be amended.
Borough – In/Out is a lookup field and when selecting the space bar, you’ll see the options IN or OUT. You must
select as to whether the mileage occurred IN or OUT of the Borough.
In the Vehicle Registration field, by typing ahead part of your vehicle license registration or description, you can
select your vehicle. This vehicle is required as the Council must know the emission caused by this trip.
If you haven’t registered your vehicle, please see the document “How To Create Vehicle Registration License Plate”
first.
Notes
- Mileage is the only category where it’s not mandatory to attach a receipt. Rather than create an expense claim for
every single mileage claim, best practice is to group them up and Save them as draft. This allows you to reopen
and add to your claim, and send it for approval at the end of the month.
- If you have various trips in a week, use the Copy expense option. Select the line first and then click Copy expense.
This will duplicate the current selected expense row, therefore saving you time so you don’t have to create it from
scratch.
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