Go back to Expenses FAQ Index Answers to Frequently Asked Questions about Expenses Latest update: 26 April 2001 How do I submit expenses for reimbursement to a client? If you have expenses you wish to submit to a client for reimbursement, you can create an envelope with receipts for those expenses, make them billable (turning them into timebills), then invoice your client from the timebills. Go back to Expenses FAQ Index How can I combine an expense and a service on the same invoice? You can create expense item timebills directly in the Invoices module. If you are working with Expenses, however, once an envelope containing receipts for expense items has been approved, you can click on the "Billable" tab in the "Envelopes" section and select the receipts for which you want to create timebills. Once the timebills have been created, you can assign them as necessary to your invoices. Go back to Expenses FAQ Index How do I create an Expense Report? To create an Expense Report: 1. Create an envelope or open an existing envelope. 2. Add receipts to the envelope by selecting "Receipts" from the "Create..." drop-down list box. 3. Once you have saved your receipts in the envelope, click on the "View Report" tab. 4. Your Expense Report will be displayed. *Note: To change the layout of your Expense Reports, go to the Layout > Expenses Layout form. 5. You can now submit your Expense Report for approval, or continue to work with the envelope and receipts. Go back to Expenses FAQ Index How does an envelope get approved? When you are satisfied with your Expense Report, you submit if for approval by going to the "Submit/Approval" tab. If you are the approver of your own Expense Reports, simply click the "Approve" button, and the envelope will be immediately approved. If you must submit your envelope to an approver, the "Submit for approval" form will appear, displaying the e-mail message that will be sent to the approver. Click the "Submit" button to submit the envelope. If you are the approver of someone else's envelope and you receive notice that there is an envelope needing approval, simply log in to your own account and approve it from there. Go back to Expenses FAQ Index How do I mark up an expense item when I bill it to my client? To mark up an expense: 1. Log in to your OpenAir.com account and click the "Expenses" link at the top of the page. 2. Click the "Envelopes" tab and the "Approved" sub-tab (if the expense item is in an envelope that has not yet been submitted and approved, you will need to approve it first). 3. Click the envelope that contains the expense you wish to mark up. 4. Click the "Billable" tab. 5. Check the receipts in question and under "Billing Information," fill in a monetary amount or percentage figure to mark the expense up or down. 6. Select a client from the drop-down list box. 7. Click "Create the timebills." Go back to Expenses FAQ Index Is there any way to edit a receipt after an envelope has been approved? To edit a receipt in an approved envelope: 1. Click on the "Envelopes" tab. 2. Select to view "Approved" envelopes. 3. Click on the envelope you want to change. 4. Click "Submit/Approve" 5. In the lower left of the screen click on "Click here to unapprove the envelope." *Note: Only the user who originally approved the envelope can remove this approval. 6. The Submit/Approve dialog box will be displayed. DO NOT click the "Approve" button. 7. Click the Receipts link on the left. Now you can select each receipt in turn and edit the receipt as you wish. 8. Click "Save" when you have finished editing the receipt. 8. Once you have edited all the receipts in the envelope, you can click the "Submit/Approve" tab again, to re-approve the envelope. Go back to Expenses FAQ Index How do I assign cash advances for expenses my users incur? You can assign cash advances on a per-envelope basis. Any receipts in the envelope will draw their reimbursements from this cash advance. You will see the amount drawn against the cash advance in the Expense Reports. To assign a cash advance to an envelope: 1. Create an envelope or open an existing envelope. 2. Enter the amount of the cash advance in the "Cash advance" field. 3. Click "Save." Go back to Expenses FAQ Index How do I track mileage expenses? To create a mileage receipt: 1. Create an envelope or open an existing envelope. 2. Select "Mileage receipt" from the "Create..." drop-down list box. 3. Select a mileage expense item from the "Expense item" drop-down list box. *Note: You can create mileage expense items in the Account > New Expense Item form. 4. Enter the distance traveled and the mileage rate. If the Vehicle feature is enabled in your account, you can also select the vehicle that was used for the trip. *Note: To enable the Vehicle feature, go to the My Account > Company > Settings form. 5. Click "Save." Go back to Expenses FAQ Index What is the envelope tracking number, and can I change it? A tracking number is assigned to each envelope that you create. This creates a uniqe identifier for each envelope. The first envelope is usually assigned the number 1. You may change the number if you wish, but it must be unique. *Note: If you change the tracking number of an envelope, the next envelope that you create will have the new number plus one, and so on. Go back to Expenses FAQ Index What is the receipt reference number, and can I change it? A reference number is assigned to each receipt that is created in an envelope. The first receipt is usually assigned the number 1. You may change the number if you wish, but it must be unique within the envelope. *Note: If you change the reference number of a receipt, the next receipt that you create in the envelope will have the new number plus one. Go back to Expenses FAQ Index