Let’s go on with tips and suggestions about how to use P&S and fully exploit its potentialities. P&S offers a simple and functional solution to manage the expense account as well.
Thanks to its eclectic and flexible nature, you can easily deal with various and difficult problems as those you need to deal with at work.
In this article we’ll show you how to use P&S at its best to simplify work-related expenses registration and check procedures.
In particular we’ll discuss the situation in which one has to report an Expense Fund in Cash .
With “Expense Fund in Cash” we mean the situation where, for example, the company has given us a certain amount of cash to foot company bills which we have to report at the end of the month returning the remaining amount.
Let’s create, for example, an event named “January” where we register all the work-related expenses of that month.
First we go to the "People" tab to create the users we need.
In this case, in addition to our name as the event's administrator, Valeg, we create, as virtual users, the Expense Fund and Company profiles
Once the company has entrusted us with an expense fund, we must transfer money from one position to another.
Just register a "Money Transfer" from "Company" to "Expense Fund".
In the example shown in the photo on the side, we hypothesized a transfer of money equal to 2,500 euros.
At this point, within the Expenses tab, it is clearly indicated to whom you are transferring money and by whom.
In the picture on the side, we have an example of how our transaction is displayed in P & S.
From now on expenses must be registered as follows:
- For every expense we use the Expense Fund and we register a New Expense paid by the Expense Fund for the Company.
- If we have to pay with personal cash, we create a New Expense paid by who created the event, in this example Valeg, for the Company.
We can check at any time our Debit/Credit situation in the People file:
- The amount still available in the expense fund >> Fund Expense must Give
- The amount of our Credit, as a result of a personal prepay >> Valeg must Have
- Our debit >> Company must Have
- Check all our Personal Expenses
- Visualize the detailed Expenses and how much everyone has to Give or Have.
- In the “Notes” of every expense we can indicate the invoice number and the address of the restaurant or of the place where we paid.
It is possible to specify the way in which money has been spent indicating, for example, if the service has been offered to other people as well and to whom.
- At the same time we can monitor also our personal expenses creating expenses paid by Paolo Neri for Paolo Neri. They clearly won’t affect totals but only the Total Expense.
- Thanks to the Report, available by clicking on the envelope symbol in the “Resolution” file, we have a document showing all the expenses with details. Logging in to one’s personal web area it is possible to have a file excel or csv which can be modified or customized.
- It is possible to grant the company the chance to be updated on all expenses, inviting it to take part to the event.
On this matter, we suggest you consult specific instructions on how to invite a friend to take part to an event available in the INSTRUCTIONS page.
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