Occasionally, you may need to adjust an expense that was logged by a resource, whether it's correcting an amount, updating the date, or changing the expense category. This article explains how to modify an expense.
Take a look at the short video below and/or for more information, please read the full article.
Access Levels
The following access levels on PSOhub have the ability to modify expenses on behalf of other resources.
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Admin
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Controller
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Project Manager
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Backup Project Manager
All other access levels have the ability to modify their own expenses only.
Modify 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. Locate the expense
In the Expenses Overview list, all expenses from projects which you have access to will be listed.
Visibility on expenses will be dependent on access level:
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Administrators and Controllers will have access to all expenses across all projects
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Project Managers will have access to expenses on projects they are assigned as a project manager, or where they have been assigned as a team member
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Team Members will only have access to expenses for projects where they have been assigned as a team member
You can use the filters to refine the list of expenses by any of the fields listed.
Once you've located the expense you'd like to modify, simply click on it from the list.
3. Modify the expense
You can modify the following fields:
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Date
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Resource
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Customer and Project
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Contract Line ID
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Expense Category
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Description
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Amount including tax
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Add or delete attachments or external links
Note: To change the project for the expense, you'll need to also ensure the selected resource is a team member for that project.
Note: To change the customer, you need to select the blank entry to reset the customer dropdown list, before the full customer list appears:
4. Save changes
Once you've made the necessary modifications, click Save to apply the changes.
After saving, the modified expense will be visible under the Expenses section of the project and on the Expenses Overview list.
Modify an expense on a project
Admin, Controller, Project Manager or Backup Project Manager only
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 modify.
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. Locate the expense
In the Expenses Overview for the project, all of the expenses booked on the project will appear listed.
You can use the filters to refine the list of expenses by any of the fields listed.
Once you've located the expense you'd like to modify, simply click on it from the list.
4. Modify the expense
You can modify the following fields:
-
Date
-
Resource
-
Customer and Project
-
Contract Line ID
-
Expense Category
-
Description
-
Amount including tax
-
Add or delete attachments or external links
Note: To change the project for the expense, you'll need to also ensure the selected resource is a team member for that project.
Note: To change the customer, you need to select the blank entry to reset the customer dropdown list, before the full customer list appears:
5. Save changes
Once you've made the necessary modifications, click Save to apply the changes.
After saving, the modified expense will be visible under the Expenses section of the project and on the Expenses Overview list.