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User Guide

On Your Mobile

1. Grouping Expenses Together
2. Adding an Expense
3. Editing Expenses
4. Submitting expenses from your mobile
5. Marking expenses as “Paid” from your mobile when you receive reimbursement for expenses.
6. Sorting Expenses in the current view
7. Preferences
8. Adding your Login and Password
9. Backing up your data and getting access to your data from the Web.

On www.expenselog.net

• For the individual user
  1. Viewing Current Expenses
  2. Adding and editing expenses from the web site
  3. Grouping your expense report for remittance: Archiving
  4. Creating a report for remittance
  5. After submitting your expenses : Mark as Submitted
  6. After receiving reimbursement for a given expense report : “Mark as Paid”
  7. Searching for Expenses
  8. Setting default currency and mileage rate from the web site
• For The Supervisor
  1. Team member granting supervisor permission to monitor their expenses.
  2. Supervisor monitoring team member’s expenses

ON YOUR MOBILE

I. Grouping Expenses Together (top)

Lets say you are going to Paris on a trip, you may want to group all expenses incurred there under a “Paris” category. To do this select the drop down menu at the top right hand corner of the screen and choose “new expense category” from the menu. For a practical example on using expense categories to group expenses, please refer to the ExpenseLog Quick Start Guide.

II. Adding an Expense (top)

To Add a new expense please refer to the ExpenseLog Quick Start Guide.

Additional features when adding an expense using the “Add” menu item in ExpenseLog:

a) Choose ‘create new Account’ to add a new expense account. For example, if you are adding an expense that your company typically files under a group such as “Taxi” and this account is not present in the default accounts, then you would create a new account for this expense.

b) Choose ‘create new Currency’. For example, if you incur an expense in China and spend RMB, this currency is not present in the current ExpenseLog defaults therefore you would create this while you were adding your first expense in RMB.

c) Choose ‘create new Category’. For example, if you want to file an expense under a different category that is available such as if you flew to New York from Paris and wanted to file the expenses from your New York trip under a ‘New York’ category, you would create the New York category.

d) ‘Create new Payment Method’. For example, if you paid for your expense with a Mastercard, this is not a default group of ExpenseLog so you would create a new Payment Method called ‘Mastercard’ while you are adding your expense.

e) Adding a mileage expense. To add a mileage expense, choose ‘mileage’ as the Account. The next screen will be formatted to enter a mileage expense claim. Note that the total reimbursement is automatically calculated based on the dollar per mileage you configured. If the figure for dollar per mileage is incorrect, you can change it at any time and it will be applied to any mileage rates in your current expense view.

III. Editing Expenses (top)

For quick editing of ExpenseLog information, you can edit any cell that is displayed on the main ExpenseLog window by moving the cursor on top of the cell you want to edit and choosing either the FIRE button or the Edit or Change menu item from the ExpenseLog menu.

This will give you the option to change the value of the cell and in cases where the cell is a drop down menu, it will give you the option to create a new drop down menu item. For example, you can highlight an amount and choose the FIRE key to change the amount of the expense and you can also highlight the expense Account cell and choose the FIRE key to change the Account to file the expense under. Also, you can choose ‘new Account’ from the drop down menu which will allow the user to quickly create a new account to file the expense under.

Users can highlight every cell in the ExpenseLog view to edit including expense category in the top right hand corner.

You can also edit the details that are not shown on the main expense view such as Notes, Attendees, and Vendor by highlighting any cell on the expense row you wish to edit and then choosing from the menu “Details” from the ExpenseLog main menu.

IV. Submitting expenses from your mobile (top)

For a good example of how to submit expense reports from your mobile to your accounting department please refer to the “Quick Start Guide”.

Quick tips on submitting expenses from your mobile:
- Make sure your current view shows only the expenses you want to submit
- Choose the menu item called “Email Report” and follow the wizard. Note this is explained in more detail in the “Quick Start Guide”.

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