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Managing Expenses

The process for creating and managing expenses is the same for both project and task-related expenses. Any expenses that are added to the project in the Business Case are added to the Expenses tab as planned expenses. For more information on the Business Case, see "Creating a Business Case."

The total amount of your expenses from all the tasks and the project contributes to the total cost of the project. The Planned Amount of the expenses contributes to the Planned Cost of the project, and the Actual Amount of the expenses contributes to the Actual Cost of the project.

Adding Expenses

  1. Navigate to the project where you want to enter expenses. 
    If you want to add expenses to a task, navigate to a task instead. 
  2. Click More, then click Expenses.
  3. Click Add an Expense.
    The Add an Expense dialog box is displayed.


  4. Specify the following information:
    Description: Description of the expense.
    Expense Type: (Required) Select the category that best describes the expense.
    Task: Begin typing the name of the task that this expense is associated with, then click it when it appears in the drop-down list.
    Planned Amount: The planned budgeted amount for the expense.
    Actual Amount: The amount that the expense actual cost.
    Planned Date: The expected date for the expense to occur. You can type the date in the field using the mm/dd/yy format, or you can click the calendar icon  and select the date dynamically.
    Date Paid: The date the expense was paid.
    Billable: Select this option if you want to bill this expense. Categorizing an expense as billable is important when creating billing records.
    Reimbursable: Select this option if the expense needs to be reimbursed. You can then mark the expense as reimbursed after the expense has been reimbursed.
  5. Specify any additional information required in the Custom Form section.
  6. Click Save Changes.

Deleting Expenses

  1. Navigate to the project where you want to delete expenses.
  2. Click More, then click Expenses.
  3. Select the expenses that you want to delete, then click Delete.
  4. Click Yes, Delete It to confirm deletion.