The Expenses Module allows costs for projects to be added through the Web Module or RedTeam Go Mobile App, RedTeam Go. Superintendents and those in the field can submit items from the mobile application. Project Managers Approve the Expenses and Purchase Orders to add to project costs from the Web version. Accountants can Accept Expenses/Purchase Orders from the Web Platform. Acceptance will push those values to an existing Accounting Integration (Quickbooks Online or Desktop).
Add an Expense
To add via the website, Go to Accounting>Expenses
Click the blue Add Expense button
Complete the Expense Form
From the RedTeam Go Web Version, all items created start as Expenses and can be converted to POs by adding the Invoice # and checking the Assign PO #.
Start Typing on the form to:
Select Project Name (should appear from the dropdown)
Select Date
Choose Vendor (see note)
Select Payment Method for Expenses (see below)
Add an Invoice # and click the checkbox on the bottom right to Assign PO # to create a Field Purchase Order(FPO), if applicable. If no invoice # is present, leave blank.
Add Price Total (see note)
Select one (or more) cost codes (Click + to add more) (see note)
Add a Description (optional)
Add the Receipt or file (optional) in the Drag and Drop box to the right
Select to Save or Save and Approve
Notes for adding expenses:
All expenses MUST be tied to a vendor. If you vendor is not found when entering this field, you must add them to your contacts, select the appropriate trade/cost codes, and enter one employee to be valid.
However, if this is from a vendor of a one-time purchase, or an ad hoc expense, it's recommended to add a 'Misc Vendor' into your contacts database, a misc employee named 'cashier cashier' and a misc email 'cashier.com' for example.
Then add the actual name of the vendor or merchant in the description section of the expense.
This also applies to stores like Home Depot or Lowes. Add them to the Go Contacts database, add a spurious employee 'cashier cashier' and give a misc email of 'cashier.com'. Add as many material (.M) cost codes or trades as you want; and then you can tie expenses to them without needing to input multiple different Home Depot or Lowes locations. The description and photo of the receipt will provide the location information.
No invoice # is required if this is an actual purchase already made, and invoice # will only be required if inputting a bill from a vendor or supplier.
The price total section is the total of the entire bill or receipt. Below, when adding these expenses to multiple cost codes, those individual lines must then equal the total placed in this section.
ALL expenses must be coded to a cost code. Misc expenses must still be coded to a misc cost code, on the Budget of the project. No expenses can simply be 'placed on the project'. If the cost codes needed to code this expense correctly are not found, it must be placed onto the Budget through the Commitments module.
Expenses can ONLY be coded to the .M (material), .EQ (equipment), .O (other) and .OH (overhead) cost codes. Expenses can NOT be coded to the .S (subcontractor) or .L (labor) cost codes.
Selecting 'Save' is to be used by superintendents and laborers. This saves the expense and submits to a PM for approval. All expenses must be approved by a PM, and accepted by an Accountant. When a PM or Accountant enters an expense, they can select 'Save & Submit', which simultaneously submits and approves, or summits and accepts the expense.