In some cases you might need to book an expense on behalf of another team member on a project. Whether a resource forgot to log their expense, or you're managing expenses for a project, this guide will walk you through the steps of booking an expense on behalf of another resource.
Take a look at the short video below and/or for more information, please read the full article.
Access Levels
In PSOhub, it's possible to book an expense for another resource if you have one of the following access levels:
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Admin: you can book an expense for another resource on any project
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Controller: you can book an expense for another resource on any project
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Project Manager: you can book an expense for another resource, but only on your own projects
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Backup Project Manager: you can book an expense for another resource, but only if you are assigned on the project as a backup project manager
The resource you are booking the expense on behalf of must also be added to the project as a team member.
Book an expense on a project
1. Navigate to the project
In the main menu, click on the Projects menu and select Projects.
From the list of projects, select the project related to the expense you'd like to book.
2. Access the Expenses section
Open the desired project related to the expense, and in the right-hand pane, under the Expenses section, click on Show all related expenses. This will open the Expenses Overview for this project.
3. Add a new expense
In the Expenses Overview for the project, all of the expenses booked on the project will appear listed, from here click on Create.
4. Fill in the expense details
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The Expense date will automatically default to today's date; click on the calendar icon to select the date of the expense.
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In the Resource dropdown menu, choose the team member for whom you are booking the expense. Ensure you select the correct resource, as the expense will be attributed to them.
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The Customer and Project fields will automatically be populated with the project's information. Leave them as is.
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Select the correct Line ID you'd like to assign the expense against.
Continue entering the necessary details for the expense, including:
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Expense category
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Description
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Amount including tax
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Attach a receipt as an attachment or external link
5. Submit the expense
Once you've completed all of the fields for the expense, review the details to ensure they're accurate and then click Save to book the expense entry.
After submitting, the expense will be visible under the Expenses section of the project.
Book an expense on the Expenses Overview
1. Access the Expenses Overview
From the main menu, go to the Time & Expenses menu and select Expenses.
This will open the Expenses Overview.
2. Add a new expense
In the Expenses Overview list, click on Create to add a new expense.
3. Fill in the expense details
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The Expense date will automatically default to today's date; click on the calendar icon to select the date of the expense.
-
In the Resource dropdown menu, choose the team member for whom you are booking the expense. Ensure you select the correct resource, as the expense will be attributed to them.
-
Select the Customer, Project and Line ID you'd like to assign the expense against.
Continue entering the necessary details for the expense, including:
-
Expense category
-
Description
-
Amount including tax
-
Attach a receipt as an attachment or external link
4. Submit the expense
Once you've completed all of the fields for the expense, review the details to ensure they're accurate, and then click Save to book the expense entry.
The expense will now appear in the Expenses Overview and will be reflected in the project’s Expenses section.