Expense Claims - Split expense claims over multiple projects
Ability to be able to add multiple line items to expense claim bill, like a normal bill, when expense claims are submitted through Xero Me. When a singular cost is associated with multiple jobs, being able to add a second or third line etc to divide this cost within the bill and assign to project accordingly would be far better than having to upload the same expense claim multiple times with different portions of costs allocated.
When in "Bill Expense Claims" once the expense claim has been approved, under the "Bill Options" there is only the option to "Void" unlike other bills the have the "Edit" option.
Jonathon Porritt
shared this idea
Hi everyone, we appreciate the engagement here.
While it's not possible to edit an expense from the generated bill, it's possible to edit the expense receipt from within the expenses feature.
We'd like to highlight the options shared earlier in the thread here (thanks!)
Editing an expense can be done by a user with the appropriate permissions after it's been submitted. You'd click the Go to Expenses button on the bill and from here you can edit and itemise the receipt to split this across projects.
The only time this isn' possible is once the Bill has had a payment applied, in which can you'd need to first remove & redo before you can edit the receipt.
Alternatively, there is also the ability for a Submitter to itemise the receipt when creating and before submitting.
We want to be upfront that we don't have any plans for enabling this capability from the generated bill directly.
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Choy Ling Kwok
commented
to enable "Split function" for Expense Claims during bank reconciliation?
User upload 1 claim for entire order placed with Vendor. But Vendors charges several payments for this order based on each delivery. -
Brendan Knight
commented
Hi John
There is an option for the person submitting the claim to add multiple lines by selecting the 'Itemise' option (see attached screenshot from the website version of the expense claim)I have also just found that the expense claim can be modified after being approved and this updates the bill.
It looks like you can't modify the transaction in the bill screen but it would be much easier if there was a hyperlink to 'Edit Expense Claim' to inform users it can be done this way. -
Leah McVeigh
commented
Kelly's response here misses the mark. Imagine you are running a small construction business with 10-15 active jobs at any given time. You have a few runners on staff who spend their days running to local hardware stores and other supply shops to pick up a box of screws, an extra gallon of paint, a new saw blade.
They're just a runner, they don't have access to full xero suite. Their job is take a picture of the receipt in Xero Me and submit it as an expense allocated to the correct the job, and then move on to the next errand. However, now that employee has 1 receipt that they need to allocate to 3 different projects, this is impossible to do in Xero me, so what is the employee to do? In my company the answer is to sloppily jot down the 3 jobs on the back of the receipt, crumple the receipt in the bottom a Home Depot bag, remember it a week later, spill some coffee on it, and then put it on my desk with a posit it note that says "sorry, forgot to turn this is last month."
This could all be avoided if you could simply split a receipt in the XeroMe app.
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Clare Maynard
commented
Scenario - Multiple projects open. If materials are purchased at eg a builders merchants for mutliple projects on one invoice/receipt, it's not possible to allocate the spend to individual projects which is madness. It seems that the total invoice/receipt must be assigned to ONE particular project. When materials are bought, it's often far cheaper to buy them in bulk, hence buying for more than one project at the same time. It should be possible to therefore assign individual lines on the invoice to a particular project (a bit like tracking).
