Page 38 - 3E User Manual- updated 3-2018
P. 38

Expense Entry



                   o  This is extremely important for audit purposes and to allow receipts to be entered via PDF
                       attachments rather than submitting original receipts.
                   o  The Description box will auto populate with timekeeper number and expense date.
                             Shortcut keys:  t= today; y= yesterday
            •  Enter the Matter number of the billable or non-billable matter.
                   o  If the matter number is not known, type a few words of the matter description to find the correct
                       number (see illustration).
                   o  A Query Dialog box will appear. Double click to select the correct matter.



















            •  Enter the Gross Amount of the expense. This should match the receipt.
            •  Enter the Expense Type.
                   o  Use the three-digit codes or type a few letters of the expense description, and the field will either auto-
                       populate, or a Query Dialog box will appear to select.
                             Double click on the appropriate expense type.
            •  Only enter a Purchase Order number when an expense is being submitted that requires a purchase order.
                   o  Examples of these expenses would be an asset purchase over $1,000 and supplies or software renewals
                       over $250.
            •  Receipt Attached?  - Type Y or N or select Yes or No from the drop-down box.  (see Receipts section below for
               instructions on how to attach receipts).
            •  Comments - For billable matters, only type verbiage that is acceptable to appear on the invoice. The invoice will
               automatically show the expense type so do not repeat the expense type here.
            •  Enter Internal Comments for every Meal or Entertainment expense over $75 entered.
                   o  Provide a description or purpose of the expense to comply with IRS regulations.
                   o  For example, if the expense is for a meal, state the attendees and purpose of the expense.
            •  Approver Comment – This is to be used for the manager approving the expense or by Accounting to enter a
               comment if the expense is being rejected. This can be used by the submitter of the expense if a comment needs
               to be provided for the approvers of the expense.
        Below is an example of an expense entered for a meal:











        Expense Entry 3/27/2018
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