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How to Log Expenses

By David Forsythe | Updated

Overview

If you have the appropriate Project Permissions, expenses can be logged in Kantata using a supported web browser or the mobile app. The following explains how to add expenses via web browser on the global Expenses page, but it is also possible to add expenses within the project workspace in the same way within the project workspace.

How to Log an Expense

  1. Hover over Time & Expense in the left navigation and select Expenses.
  2. On the Expenses page, select a project name. foreign-exchange-expenses.png
  3. Select an item to log the expense to. The drop-down type you see will depend on if expense budgets are activated in the selected project. This field may be required depending on the Time & Expense Settings of your account.
    • Select Task—Select the task you want to log the expense to.
      select task to log expense to2.png
      Note: Only tasks will appear in this drop-down that have been marked as Time Trackable in the Task side panel.
    • Select Expense Budget—Select the expense budget to log the expense to.
      select budget to log expense to2.png
      Note: The View Financials project permission or higher is required to select an expense budget.
  4. Set the Date and Amount. With Foreign Exchange enabled, the Amount field becomes a drop-down menu that allows you to convert the expense from one currency to another, based on your exchange table. foreign-exchange-expenses-converted.png
    Note: If you do not have the proper Foreign Exchange access, the currency Amount drop-down will be disabled.
    disabled-amount.png
  5. Choose an expense Category. Kantata has six default expense categories: Entertainment, Food, Lodging, Mileage, Travel, and Other. If you use Kantata's integration with QuickBooks, you can inherit additional expense categories from QuickBooks via sync. Otherwise, you can add, edit, or delete expense categories (even the defaults, except Other) via the Kantata OX API. For more information, see How to Create and Delete Expense Categories.Category-Drop-Down.png
  6. If needed, add some optional Notes.
  7. Check the box if it’s Billable. This will allow this expense to be added to an invoice later.
  8. If this expense is a vendor expense (one that is reimbursed to a vendor), uncheck the Reimbursable to me option. Since the majority of expenses are reimbursable to individuals, this option is always checked by default.
    Note: You can disable this checkbox only if vendors are defined in the Vendors tab of your Time & Expense Settings.
    Reimbursable-to-me.png
  9. Disabling the checkbox causes a Vendor drop-down menu to appear to the right of the Reimbursable to me checkbox. Select the vendor who is to be reimbursed for the expense (i.e., directly paid by the company).Expenses-Vendor-Drop-Down.png
  10. If you have a receipt to upload, click the File button to open a standard operating system finder/explorer window and direct Kantata to the location of your receipt.
  11. Click Save to add your expense to the table.Expense-Table.png
Note: This process doesn’t create an invoice or an expense report. To create an expense report, please see our Expense Report article.

 

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By David Forsythe
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