Expenses
The expense tab displays 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.
A summary area at the top of the screen, displays the total number of expenses, and the total value of the expenses.
From this list, the following tasks can be accomplished:
- Add expenses
- Edit expenses
- Delete expenses
Expense Entry Form
To add 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 expense, touch the expense that is desired to be edited. Touching the expense will cause the Add/Edit Expense window to be displayed.
The Add/Edit Expense window contains the following entry options:
- Currency Selection – This button displays the currency for the expense. To change 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.
- Amount – This is a numeric field for capturing the total cost of the expense.
- 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.
- Exchange Rate - If the selected Currency is different than the Default Currency, the Exchange Rate field will display. If an Exchange Rate has been defined within the application, the previously set rate will be displayed. The “Load” action can be selected to retrieve the current exchange rate from the internet. If the “Update Exchange Rate” setting is turned on, the “Load” action will update the internally saved Exchange Rate for the selected currency.
- Tags – Selecting the tags row brings up a list of tags that can be used to categorize the expense. For more details about tag management, see the Tag Management section. A “Left Swipe” of the tag row, will give a “Clear” action option, which can be used to remove the tag selection.
- Merchant – The merchant row 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.
- 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 default to the current date. 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, 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. A “Left Swipe” of the Image Preview, will give a “Clear” action option, which can be used to remove the captured receipt image.
Expense Entry Actions
The following actions are available while entering an expense:
- Receipt Capture - Selecting the camera action in the image preview area will switch the device camera on, allowing the user to take a picture of a receipt. By default images are saved using a medium quality. See the “Receipt Image Quality” setting in the Settings section to learn about the image quality values.
Deleting Expenses
To delete an expense, “Left Swipe” on the expense 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 image associated with the expense. If you decide not to delete the expense, pressing cancel will cancel the deletion.
Warning: When an expense is deleted, there is no recovery of the deleted data.