Tracking Expenses

Before you start

Expenses entered into Zed Office once approved are downloaded into QuickBooks as a checks drawn to the employee who has made the claim

After you have completed your first syncronization between QuickBooks and Zed Office the Expense Accounts, Classes, and Customer:Job will be uploaded so the lists will be available from the drop down lists on the Enter Expense page.

You will need to check the preference selected in your QuickBooks company file, if you have Company Preferences > Accounting preference set to Require Accounts and Use Class Tracking selected you will need select those options.

You will also need to select the bank account that you would like the checks to be drawn from in QuickBooks. You will need to be logged in as the Administrator go to the Admin > Accounts menu.

Entering Expense Claims

1. Login to Zed Office as a User or a Manager.
2. Select from the Expense menu Enter expenses
3. You will see the a summary list of your expenses claims, if this is the first time you have entered an expense claim this will be none.
4. To start a new expense claim enter in the date and a description of the claim and click on the Add Entry button, this will add a new expense claim to the table below.
5. To add expense to the claim click on the Claim Details.
6. You add a new expense entry to the expense claim by selecting options from the drop down lists and text entry boxes, click Add to add the entry to the expense claim.

If you select Billable you must select a Customer:Job and a Service item, if you do not select Billable then you will have to select the None option for Customer:Job and Service item. If you have Class tracking enable you will also need to select a class with each transaction

7. When you have finished entering expenses, click on Save. You can then come back to the expense claim later to add additional entries.
8. When you are ready to submit the expense claim for approval make sure that you are satisfied with the data after you have submitted the expense claim you will no longer be able to edit entries unless they are rejected at the approval stage.

Approving or rejecting timesheets

1. Login to Zed Office as a Manager or Administrator
2. Select from the Manager menu Approve Expense Claims
3. Select the Employee name that you want to approve Expenses for
4. If there any Expense claims pending for approval they will appear in the list below.
5. Click on the Details link to review the detail of the timesheet
6. Select the lines that you want to approve or reject
7. Click on save.