Creating a New Expense Entry
BigTime users have the ability to enter expenses directly into the system so that managers can review/approve these expenses and begin to bill and reimburse any expenses necessary. These expenses can be pushed over to your accounting system, such as QuickBooks.
1. Click the EXPENSES button under TIME/EXPENSE tab on the navigation bar.
2. Click the ADD NEW EXPENSE button. This will take you to MY EXPENSES.
3. This will open a form that will allow you to enter your expense details. Fill out the details for your expense. At this point, you can enter information into all the available fields, as well as attach receipts to your expenses.
5. Click SAVE when you’re done. The save button on the expense entry form is multi-functional. If you click the up arrow next to SAVE, you have saving options to speed up the process of entry. This allows you the ability to enter multiple expenses in a quick manner.
Expenses can still be edited before they’re submitted for review. You can click into any details to make edits until you’re ready to submit.
TIP: Enter Expenses Using Bigtime Mobile
You can enter expenses on the go and enter expense receipts via your phone camera. The BigTime app is available on Android and Iphone devices. Learn more about Entering Expenses Using BigTime Mobile.
Submitting Expenses
When users are done entering expenses, they can choose which expenses get submitted for review in a single expense report. An expense report is simply a collection of expense entries. Think of submitting an expense report in BigTime as an electronic way of handing in expenses for review by your Financial Administrator.
Step by Step: Submit Expenses
Once you're done entering your expenses, follow these steps to get your expense report submitted.
1. Click EXPENSES under the TIME/EXPENSE tab on the navigation bar. This will take you to your expense entry/history screen.
2. Click on the UNSUMBITTED EXPENSES hyperlink at the top left of your view. Here you will find a list of expenses you have not yet submitted.
3. Click on the blue button that says SUBMIT EXPENSES at the bottom of the page. This will take you to a screen where you can name your report.
4. Give your expense report a name. You can elect to select specific expenses to include by checking off the box next to "Allow me to select the expenses I'd like to include." If you choose to handpick the expenses for inclusion in one expense report, checkboxes will appear next to each expense detail. Select the expenses that you want to include in the report by clicking the checkbox next to the expense.
You can also leave this box unchecked to submit all unsubmitted expenses.
5. Click SUBMIT EXPENSES. Once you've clicked this button, your report will be sent up for review and is available only for viewing from your Expense History screen.
Troubleshooting
HOW CAN I VIEW MY SUBMITTED EXPENSES?
Refer to Viewing Submitted Expenses for instructions on accessing and viewing submitted expenses.
HOW CAN I PRINT SUBMITTED EXPENSES?
Read Printing Expense Reports to learn about printing options.
HOW CAN I EDIT A SUBMITTED EXPENSE?
Once expenses are submitted, they cannot be edited by the end user unless they are rejected and sent back. Your Administrator or Financial Administrator can edit your submitted expenses on your behalf from within your staff profile by navigating to MY COMPANY...STAFF LIST, clicking on your name, and drilling into your expense reports to click into any cost amounts.
IS THERE A WAY TO COPY A PREVIOUSLY SUBMITTED EXPENSE?
Absolutely. Navigate to TIME/EXPENSE...EXPENSES and click into a submitted expense report name. Click on a detail of this report and you’ll have the option to COPY EXPENSES.
HOW WILL I KNOW WHEN MY EXPENSES ARE APPROVED?
You can view your submitted expenses on your Expenses Dashboard by clicking on TIME/EXPENSE...EXPENSES in the menu bar. A status will appear next to each expense in the Status column. For more details on understanding the status of your submitted expenses, read Expense Review and Approval.
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