User Guide
On Your Mobile
- Grouping Expenses Together
- Adding an Expense
- Editing Expenses
- Submitting expenses from your mobile
- Marking expenses as “Paid” from your mobile when you receive reimbursement for expenses.
- Sorting Expenses in the current view
- Preferences
- Adding your Login and Password
- Backing up your data and getting access to your data from the Web.
- For the individual user
- Viewing Current Expenses
- Adding and editing expenses from the web site
- Grouping your expense report for remittance: Archiving
- Creating a report for remittance
- After submitting your expenses : Mark as Submitted
- After receiving reimbursement for a given expense report : “Mark as Paid”
- Searching for Expenses
- Setting default currency and mileage rate from the web site
- For The Supervisor
ON WWW.EXPENSELOG.NET (top)
ExpenseLog users can also access all their mobile ExpenseLog data on the web by going to www.expenselog.net and logging in with the same username and password they use for their mobile version of ExpenseLog.
The web site provides more features and flexibility for viewing, grouping, submitting, and tracking paid and unpaid expenses for the individual user, and allows higher powered features for supervisors who want to monitor their team members expenses in real-time.
For the Individual user
I. Viewing Current Expenses (top)
ExpenseLog users can view their current expenses from the web site “by category” or ”by date range”. Note: Users must ensure that they have chosen to ‘Sync Now’ from their mobile device in order to ensure that all expenses they see on the web are up to date.
a. Showing expenses in a certain category
b. Showing expenses within a certain date range
II. Adding and editing expenses from the web site (top)
You can also add or edit any expense as well as create new accounts, currencies and categories. These expenses will also be synced with your mobile after choosing ‘Sync Now’ from the mobile. So you can also use the web site instead of your mobile to add expenses when its more convenient.
III. Grouping your expense report for remittance: Archiving (top)
When you are ready to group expenses together in a report, use the “Archive” feature. To group expenses together in a report, change the current view to the show the expenses you want to group into a report (such as by category or by date range). Then check box the expenses you wish to include in the group or choose the option to ‘select all’. Then choose ‘Archive Selected’.
Once you choose Archive Selected you will be prompted to enter the description of the expense report. Once you have archived an expense report, you can print a report and submit them to your supervisor. After you have submitted the report to your supervisor, you can mark that expense group as “Submitted”. When you are reimbursed for that report you can also mark that expense report as “Paid”. This helps you track your paid and unpaid expenses.
To view “Archived” expense reports and to manage the submission and paid/unpaid process go to the “Expense Reports” tab on the web site.
a. Taking your current expense VIEW and grouping them as an expense report for remittance.
b. Viewing Archived expenses
IV. Creating a report for remittance (top)
From the web site you can print a standard expense report, or save as a pdf file for emailing, or export to Excel or an Excel template in order to submit your expense report to your employer. Use these features from the ‘Expense Reports’ tab in order to submit your expense report.
Note that you can also view your grouped expense reports (under the ‘Expense Reports’ tab) by “All”, “Not yet Submitted”, “Submitted but not Paid”, “Paid”. This makes it easier for you to see which expense reports still need to be submitted, or which ones you are waiting to be paid.
a. Printing
b. Saving as PDF and emailing
c. Exporting to Excel or Excel Templates using the excel wizard
V. After submitting your expenses : Mark as Submitted (top)
After submitting your expenses to your employer by submitting a printed report, pdf or excel template, you should mark the expense report in “Expense Reports” as “Submitted”. The date of submission is automatically logged. This is a valuable feature so you can track which expenses you have submitted to your boss but have not been paid for or to track which expense reports you have not yet submitted.
VI. After receiving reimbursement for a given expense report : “Mark as Paid” (top)
Once you receive reimbursement for your expenses you can go back to “Expense Reports”, find the expense report you were reimbursed for and mark it as “Paid”. Note that the date you marked the expenses as Paid is also noted. This is a valuable feature so you can track which expense reports you have been paid for.
VII. Searching for Expenses (top)
From almost any screen you can choose to search for certain expenses. For example, if you find a receipt and want to see if you have already included it in one of your older expense reports you can type in keywords in the search field to locate this expense. You can search by any text as well as by the amount of the bill.
VIII. Setting default currency and mileage rate from the web site (top)
Note that you rarely need to alter these values. By choosing the Preferences tab on the web site you can set the default currency and mileage rate. The default currency is the currency that shows as the default currency when adding a new expense and the expense totals are always displayed in the default currency regardless of the currency of an individual expense. Also, the conversation rates for all other currencies are made relative to that default currency. Regarding the Mileage Rate, this is the rate per kilometer or mile you are reimbursed at and is used in the ExpenseLog calculations.
There is also a ‘Users I have granted permission’ section under the Preferences tab. This is described in the next section where team members can grant supervisors permission to monitor their expenses in real time.