Firstly, verify whether the expenses have been paid direct by the company or personally by you (e.g. cash, personal credit or debit card) on behalf of the business.
This section relates to expenses you have paid on behalf of the business and thus can be claimed back from the business by you.
From the My Money drop down, click on Expenses.
The page will list all expense claims that are currently active, paid or outstanding.
You can filter the page by:
All this will display all previous expense claims, unfiltered by payment.
Outstanding will show any expense claims that you have not paid yet.
Paid will show any all expense claims that have been paid in full.
Receipt Scan will show expenses scanned by the app, pending approval.
Recurring will show recurring expenses added.
The list shows the following columns
Date the date of the expense claim (this is the date of the claim rather than the date of the individual receipts).
Ref a reference that can be used to recognise the claim e.g. this could be the month the claim relates to.
Employee shows the name of the employee that the expense has been allocated to. Employee & directors can be set up either on the fly when adding an expense claim or from the relevant section under Settings > Directors & Employees
Amount the total amount of the claim
Outstanding: the amount of claim that is yet to be paid to the employee or director.
Adding expenses to the system
To start adding expense claims, click on:
Date enter the date of the expense claim. This could be the day you are actually adding in the expense or, the month end for example. It should be on or after the expenses that you intend to claim for.
Ref enter a reference for the expenses. This field could be a unique reference for each claim or simply the month in which the claims relate to. (Eg: Expense for December 20"").
Project if the expenses relate to a specific project, please select from the drop down or click the grey + to add a new one.
Employee to select which employee has incurred the expenses, please select from the drop down or click the grey + to add a new one.
Entering expense items.
The next section allows you to enter each individual expense item such as train fare, taxis, mileage or any other expense you may have incurred. Each line should either represent each individual expense or each group of expenses by type. For example if you use the train each day, one expense item could represent one day, or one month, as long as you can reference back to the receipts. HMRC will require you to retain the business receipts for expenses, and you should be able to link to this if requested.
Nominal Code this is the account number that is used to assign the invoice line to an expense category such as travel, subsistence or any other relevant code. To assign an account code, starting typing the type of expense that was incurred e.g. travel, hotel, telephone...or click on the box to show all of them.
Line Ref enter a reference that can be used to track the expense in the future. This could be an invoice number, name of the supplier or a description of what the expense relates to.
Amount this will default to the Gross amount (the total paid including VAT) though if you want to enter the net amount (the total paid excluding VAT), this can be selected from the drop down. Ensure the item is a VAT expense by checking the receipt to ensure it has a VAT number on and a breakdown of how much VAT has been charged. Items such as train, taxis, flights and buses do not usually have VAT on. You cannot claim VAT on entertaining clients, so these should be entered gross, as if they had no VAT charged on them.
VAT Rate this will automatically populate based on the nominal code, though can be updated using the drop down. If the expense includes VAT, then the rate would normally be 20%. If the item does not include VAT, or you cannot claim VAT on it, choose 0% rate.
VAT (adjusted) if the automated VAT field does not provide the correct VAT figure you can override it with the correct VAT amount in this field. To do so you need to select Enter Adjusted VAT Amount from the drop down VAT field.
Options Click the options button for further options.
Recharge to Customer from the options slider click the drop down in Recharge to Customer and select the customer you would like to recharge
Attach file to item click Attach File to upload an image of the expense item.
Add an expense item
Click on the Add Item button to carry on adding new expense items to the expense claim.
Making a payment
If you have already made a payment for the expenses or you intend to straight away, you can allocate a payment from the expense summary by either clicking the options button and choosing Pay expense, by selecting the select all or tick boxes and Create batch deposit.
When adding the payment, enter the following details:
Payment date is the date the payment was, or will be, made.
Amount paid enter the payment amount. This can be a part payment or full payment but the full payment will automatically populate this box.
Payment Type you can optionally choose to give the payment a type e.g. BACS, cash etc
Reference the expense reference will automatically populate here, but can be edited.
Bank Account: Choose the bank account this was paid from. The primary account will be selected as a default.