Transfer expenses to finance system

Introduction

This functionality enables the transfer of your project expenses to the integrated financial system.

Description

After activating and configuring the export of expenses in the financial integration and adding the corresponding financial account number to your expense types in TimeLog, you will be able to transfer the project expenses.

Filter selection

In the filter section, you can choose which project expenses to display in the export table. By default, it shows all untransferred expenses within the selected period.

• Legal entity: Is only showing if your TimeLog installation is having multi legal entity activated
• Department: Is only showing if departments is active in your TimeLog installation
• Employee: Select between the active employees
• Expense type: Select a specific expense type
• Payment method: Select a specific payment method
• Standard period: Select between the standard periods
• Period: Select a specific start and end date to list expenses in the period

Export table

After clicking SHOW, the table with the current project expenses is created.

• Date: Shows the registration date of the expense
• Employee: Shows which employee registered the expense
• Expense no.: Shows the TimeLog expense number
• Description: Shows the employee’s comment on the expense
• Project no.: Indicates which project the expense belongs to
• ¤ (Currency): Displays the currency code of the expense
• Amount: Shows the amount of the expense in the reported currency
• Expense no.: Shows the financial system’s expense number, after transfer and when the display option “Show only previously transferred expenses” is selected

The listed project expenses are automatically selected and can be deselected as needed. By clicking IGNORE, the selected expenses are ignored and disappear from the table. By clicking TRANSFER, the selected expenses are transferred to the financial system, including an image of the expense voucher.

The integration log report shows the transfer status for the individual project expenses.

To see the financial system’s expense number for the transferred project expenses in the table, select the view option “Show previously transferred expenses only” and click SHOW. The financial system’s expense number will then appear in the far-right Expense no. column.

If you want to see the ignored project expenses, select the display option “Show ignored expenses only” and click SHOW. The listed project expenses can then be transferred to the financial system.

Save current filer

You have the option to save your personal filter selection, so you don’t have to choose the different options each time you transfer project expenses.

Click the small arrow next to the SHOW button and click + Save current filter. Enter a descriptive filter name and click SAVE.

If you have several saved filter selections, are you able to choose the desired filter name via the small arrow next to the SHOW button.

To set a personal filter selection as the default, go to Page Settings and select the saved filter name. TimeLog will then save the filter automatically. To ensure TimeLog uses the default filter the next time you open "Transfer expenses to finance system," check the “Load data automatically” option. This will enable TimeLog to display the export table with expenses that match the saved filter.