Legal Aid NSW – Expense8 Quick Reference... Quick Guide.docx 1 Legal Aid NSW – Expense8 Quick...
Transcript of Legal Aid NSW – Expense8 Quick Reference... Quick Guide.docx 1 Legal Aid NSW – Expense8 Quick...
http://intranet/AdminSupport/Finance/Documents/Expense8 Quick Guide.docx 1
Legal Aid NSW – Expense8 Quick Reference Contents Introduction ............................................................................................................................................ 1
Logging On .............................................................................................................................................. 2
Forgotten Password ................................................................................................................................ 3
Dashboard ............................................................................................................................................... 5
Processing Transactions .......................................................................................................................... 6
Code Expenses .................................................................................................................................... 6
Upload the tax invoice/receipt ........................................................................................................... 9
Split Transaction................................................................................................................................ 12
Reset Coding ..................................................................................................................................... 13
Disputed Transactions....................................................................................................................... 14
Unauthorised Transactions. .............................................................................................................. 15
Authorise Expenses ............................................................................................................................... 16
Introduction
Expense8 is a used by Legal Aid NSW to handle Purchasing Card transactions.
Payments made using Legal Aid NSW are downloaded from the bank daily.
Card Holders log into the system within 3 days of making the payment to:
upload a scanned image of the Tax Invoice or Receipt
code and submit the payment for approval
Supervisors log into the system before calendar month end to approve (or reject) payments
submitted for approval
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Logging On From the intranet select Admin and Support -> Finance and click the link to Expense8 (Expense
Management System)
Or enter the address for Expense* directly in your browser
https://legalaid.expense8.com/icms-servlet/login?Licensee=Legal%20Aid
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Forgotten Password
Go to the Expense8 login page
https://legalaid.expense8.com/icms-servlet/login?Licensee=Legal%20Aid
Enter
Legal Aid
Your Legal Aid user Id
Click the forgot password button
A reset password button will appear.
Click Reset Password
A message will appear and an email will be
sent to your Legal Aid email account with
a temporary password
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Now log into Expense8 with the temporary password
The password change screen will be displayed
Strong passwords are enforced in iCMS. Your new password must•Be at least 6 character(s) long
•Contain at least one uppercase and one lowercase letter
•Contain at least one number
•Contain at least one non-alphanumeric character (for example &%$#)
•Not be a password you have used before
•Not contain your user name or licensee name (forwards or backwards)
•Not contain any of the following words: TEST, PASSWORD, DEMO, TEMP
Enter your new password in the
new password and confirm
password fields
Click Change
You will then be logged into Expense8 and the dashboard will be displayed
NOTE
If you enter a password you have used before or your password does not meet strong password
requirements an error message is displayed
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Dashboard
After Logging on the dashboard is displayed
This shows current
messages
The Expense window shows the current number transactions you have to be processed.
Click the words Total Code/Submit to commence coding your transactions
Click the words Total to Authorise to commence approving transactions of your team
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Processing Transactions
From Dashboard click the
total codes to submit
Code Expenses
A list of expenses to be coded with the first entry, expanded and ready to be coded
You need to
1. Click the attachment icon and Upload the tax invoice/receipt for the transaction
2. Type in the purpose of the payment. Example “Top up OPAL CARD”
Press ENTER after typing the purpose or your entry will be lost.
3. General Ledger Account. Example “5150 Travel and Accommodation Domestic”.
Recently used accounts will be available in the selection. (enter * to see all available options)
4. Cost Code – example “302 – Specialist Civil Cen”.
Recently used accounts will be available in the selection. (enter * to see all available options)
5. Fund Source – Usually “N- No Fund”
Items charged to GL Accounts 6420 – Legal Disbursement – Case and 6530 Legal Searches &
Conduct Money are charged to S- State or C-Cwlth
6. Location – Example “10 – HO” for Head Office.
Recently used accounts will be available in the selection. (enter * to see all available options)
7. Tax Status. Click on Inclusive (10% Gst) or Free depending on the Receipt/Tax Invoice
Documentation – Select Receipt, Tax Invoice or None.
If you docket includes some items with GST and other items with no GST you need to Split
Transaction
8. Activity “Usually 9999- Default”.
Recently used accounts will be available in the selection. (enter * to see all available options)
NOTE – If you need to change coding and error you may need to reset coding to clear errors
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When completed Click the submit icon (tick)
The item will be submitted and the next item will open for coding
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Upload the tax invoice/receipt
Click the attach icon
Click Upload attachment
Click Browse
Select an uploaded
receipt or tax invoice
Then click Save
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A thumbnail view of the document is
displayed at the top right of the screen
Click the thumbnail to view the document
I
The scanned document is
opened.
Check that the correct
document has been uploaded
and that it is a readable image
then click the top right X to
close the document
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If the document is correct and readable click Close
If the document is not correct click the delete icon and re-scan and upload the
document
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Split Transaction
If you have an invoice or docket where some items include GST and others are exempt from GST you
will need to split expense into 2 items.
Example. If have an expense from a supermarket totalling 47.77 and with GST of 1.47.
Click on the More Options icon
Then click the Split icon
On the split expense box select
Documentation – Tax Invoice
Split This Expense - BY TAX
Tax amount – The actual amount of GST
Then Click SAVE
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The expense will be than split into 2 lines that can be separately coded and submitted
To Unsplit an expense:
1. Click the ‘Search’ button on the Code Expenses page. 2. Choose the Expense Status of ‘Split’ and click ‘Update’.
3. This will show the parent of the split. Expand the expense by clicking Charge Description.
4. Click ‘More Options’ and select ‘Unsplit’.
Reset Coding
If you need to change coding on a rejected transaction or odd error messages are generated you
may y
Click on the More Options icon
Then click the reses coding icon
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Disputed Transactions
An expense is to be disputed if the transaction is incorrect or you have no record of approving the
expense
1. Change the expense type to disputed
2. Enter a description in the Purpose Field
3. Upload a document it you are aware of any circumstances of the transaction
4. Click the submit icon (tick)
The item will be submitted and the next item will open for coding
Finance will lodge a dispute on the transaction with the card supplier
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Unauthorised Transactions.
The code Unauthorised Expense is to be used ONLY where a card is used in contravention to Legal
Aid policy.
All instances Unauthorised Expenses will be reviewed as set out in the Purchasing Card Policy and
cost will be recovered.
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Authorise Expenses
Supervisors have authority to authorise or reject expenses submitted by staff
From Dashboard click the
total codes to submit
A list of transactions submitted for authorisation is displayed
Click the attachment icon to verify the attached tax invoice or receipt
Click the thumb nail
image of the
attachment to view
the attachment
Close the
enlargement then
click close to close
the attachment
window
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To approve individual transactions click the tick icon
To reject individual transactions click the tick icon X icon
Rejected transactions will be referred back to the card holder with a comment entered by the
supervisor