Expenses
The first list is a summary of all expenses that are associated with the job. The expenses can be grouped by date (ascending or descending), payment method, or tag.
While displaying this list, the summary information at the top of the screen, displays the total number of expenses that exist, as well as a summary of the total value of the expenses.
From this list, the following tasks can be accomplished:
- Add new expenses
- Edit existing expenses
- Delete existing expenses
To add new expenses, press the “Add” button at the top of the list of expenses. Pressing this button will cause the Add/Edit expense window to be displayed.
To edit an existing expense, touch the expense that is desired to be edited. Touching the expense will cause the Add/Edit expense window to be displayed.
Expense Entry Form
The Add/Edit expense window contains the following entry options:
- Currency Selection – This button displays the currency for the expense. To change the currency to a different currency, select the button. This will display the Currency Picker, which will allow you to pick a different currency for the expense. Anytime a currency is selected, and there is no exchange rate already defined for the currency, the system will automatically update the exchange rate from the internet. The picker also allows you to modify the exchange rate for the expense that is being edited. Note: If the Auto Update option is enabled within Currency Options, each time a currency is selected, the application will retrieve the current exchange rate from the internet, whether or not the exchange rate was previously defined. Any adjustments to the exchange rate, including the auto updated rate from the internet, from this editor, will not directly affect other expenses that already exist. However, what ever value is chosen for the exchange rate will be saved as the new value for that exchange rate, once the Save button is selected. When the Cancel button is selected any changes to the exchange rate are discarded.
- Amount – This is a numeric field for capturing the total cost of the expense or credit.
- Payment Type – Next to the amount field is a button that allows the type of payment to be recorded. Various types of payment are available for selection.
- Tags – The next button is a tag button. Selecting this button brings up a list of tags that can be used to categorize the expense. Once a tag is selected, the tag management window will be automatically closed and the selection will be indicated within the edit expense window. The application comes with a predefined list of tags that will satisfy most needs. However, if additional tags are needed, they can be easily added. For more details about tag management, see the Tag Management section below.
- Merchant – The merchant button can be used to specify the place where the expense occurred. As is the case with tags, the list can be easily tailored to meet your needs. The merchant list is managed in the same fashion as the tag list; so, for further instructions, please see the Tag Management section below.
- Date – When selected, the date field will bring up a Calendar widget for selecting the date on which the expense was incurred. This field will either default to the current date or the previously entered date, depending upon the Remember Time and Remember Time Length settings.
- Notes – The notes field allows additional information about the expense to be captured. Some uses of the field can be: capturing a list of meeting or meal attendees, noting reminders about billing issues to follow up on, or even justification for the expense itself.
- Image Preview – When a picture of a receipt is taken or an image is attached, the image preview window at the bottom of the form will show the picture of the receipt. If no receipt picture has been taken, nothing will be displayed within the preview. Touching the Image Preview will open up an image preview window where the image can be zoomed, panned, etc.
- Attachment Indicator – If an attachment is added to the expense, and it is not an image, an attachment indicator will be displayed identifying the type of attachment that has been associated with the expense (PDF, Word, Excel, etc.).
Expense Entry Actions
The following actions are available while entering an expense:
- Receipt Capture – Selecting the camera action at the top of the screen will switch the device camera on, allowing the user to take a picture of a receipt. Once the receipt is shown within the display, touch the shutter button to take the picture. If the camera has an auto-focus feature, the application will attempt to use that feature while taking a picture. However, if need be, one can manually invoke the camera's auto-focus feature by long pressing the camera control button. Within the camera feature of the application, the following controls are available by selecting the black bar along the right hand or bottom side of the screen:
Compress – This option allows you to vary the compression of the image when it is saved to memory. This value will affect the size of the saved file as well as the quality of the image. A smaller percentage will result in lesser quality, but a smaller file size, while a larger percentage will result in a higher quality image, but a larger file size.
Flash – This option allows the user to select the flash mode that he/she would like to use while taking pictures of receipts.
Resolution – This option allows the user to change the resolution of the picture that is taken. Note that if the resolution is set too low, receipt pictures may not be readable.
Help – This option brings up general help about how to take a picture. Touching the help dialog will dismiss the dialog.
- Attachment – Selecting the Attach action at the top of the screen (paper clip) will allow a user to attach receipts of any form, to the expense. Within the Add Attachment screen, the user is able to navigate to the attachment that they would like to add. While browsing files, if the icon for the file is selected, a preview of the file will be shown. When the name of the file is selected the file will be attached to the expense and the attachment window will be closed. After returning to the Edit Expense window, the receipt preview will be updated based on the selected file. Note that attached images will be embedded within the reports just as if they were captured from the built in camera. Other attachments will be included in generated emails as attachments, just as the PDF report is attached.
Deleting Expenses
If there is a desire to delete an existing expense, one can do so by long pressing on the expense row in the list of expenses for a job. A dialog will be raised asking you if you want to delete the specified expense. Selecting the Delete option will delete the expense as well as any receipt images associated with the expense. If you decide not to delete the expense, pressing the back button or cancel will cancel the deletion.
Warning: When an expense is deleted, there is no recovery of the deleted data.