Allocate an Expense

The Allocations feature allows you to allocate expenses to projects or departments, which will be charged for those expenses. You can allocate a single expense or multiple expenses.

To allocate:

  1. Either:
    • To allocate a single expense, with the expense open, click Allocate (at the upper-left side of the Details tab).
    • To allocate multiple expenses, with the report open, select the check boxes of the desired expenses. Then, click Allocate.

    The Allocate window appears. The total expense amount, the amount allocated, and the amount remaining appear.

  2. From the Edit list, select Percent or Amount.
  3. Click Add.
  4. Click New Allocation. (The Favorite Allocations option is described later on this page.)
  5. Your company determines if the allocation fields are text fields or lists. Select from the lists or type the appropriate information in the fields.
  6. Click Add to List. The allocation is added and the percentages/amounts are adjusted accordingly.
  7. Add as many allocations as necessary.
  8. Depending on your company's configuration, you may be able to adjust the amounts and percentages.
  9. Click Save.

Work with Allocation Favorites

You can create and save groups of allocations as favorites. This is useful if you need to allocate multiple expenses across reports in a similar way.

To create allocation favorites:

  1. Create an expense report and create the allocations as usual.
  2. In the Allocate window, click Save as Favorite. The Save as Favorite window appears.
  3. Enter a name.
  4. Click Save. The allocation is added to your favorites.

To use your allocation favorites:

  1. With the report open, click Allocate. The Allocate window appears.
  2. Click Add.
  3. Click Favorite Allocations. A list of allocation favorites displays.
  4. Select the desired allocation.
  5. Click Replace Allocations.
  6. Make any other required modifications.
  7. Click Save.