Expenses

Types

There are different categories of expenses:

• Taxable expenses
• Tax-free expenses
• Copy / File
• Vehicle
• Daily and absence allowance.

Receipts for a case can be recorded at any time and are fully available for later billing. Expenses are always assigned to a case and the responsible employee. This assignment forms the basis for evaluating the re-billing of expenses to the client. You can also record and bill negative expenses. However, the total amount (payment amount) of an invoice must remain positive or at least 0 EUR.

In the list, the columns Evaluated and Status show which expenses have already been included in a draft invoice/invoice or in a cost determination application. Once an expense is included in a cost determination application or a draft invoice/invoice, the expense is evaluated. Including it in a draft invoice also changes the status of the expense to In Draft, and including it in an invoice changes the status to Billed.

Using the Clipboard button, expenses per employee can be easily copied to the clipboard and inserted and printed as a travel expense report, e.g., in Excel.

It is also possible to create expenses directly when booking the expenditure under Account Statement > Direct Expense.

Each expense is assigned a Language. The language of the assigned case is pre-set. With the language information on the expense, you can more easily determine whether the description text of the expense should be adjusted or translated when creating a foreign language invoice.

Taxable Expenses

Here you can record costs for taxi rides, parking, or hotels, for example. The type of service can be entered either via a three-dot button or a pre-configured shortcut. If you assign a tax situation to the expense, you can enter the expense amount in gross or net. The values are then calculated automatically.

Tax-Free Expenses

Here you can record court costs, for example. The list of service types is configurable.

Copy / File

After setting the date and number of copies, you can use the type of service to make a professional assignment to one of the cases in No. 7000 VV RVG. The pre-set rate from the configuration can be manually changed in the Rate field. This rate is used for billing copy costs when billing by the hour. In the case of an RVG billing, the copy costs are billed according to the RVG guidelines.

Vehicle

By entering the date and number of kilometers, the traveled and billable vehicle costs are recorded. The flat rate is used for billing vehicle costs when billing by the hour. In the case of an RVG billing, the costs are billed according to the RVG guidelines. According to No. 7003 VV RVG, the kilometer rate is currently set at €0.30.

Daily and Absence Allowance

Here you can record the daily and absence allowance according to No. 7005 VV RVG. The pre-set rate is pre-configured with the amounts from Professional Administration (Services) > External Rates.

Non-Savable Expenses

If you record expenses in a case where the conflict check is still in progress (Status: Action Required, Review Required, Action Aborted, In Progress), the expenses cannot be saved. You can disable this lock through the configuration.

Expenses cannot be recorded on rejected and completed cases.

Actions

The following actions are available in this ribbon group:

Save and New

The current entry is saved and a new entry is created.

Copy and Edit

The currently selected entry is copied and can be edited before saving.

Write Off

Selected entries are permanently written off in the inventory.

Edit Billable Quantity

This action edits the billable quantity. This action replaces the Disposition function.

Change Description

Here you can change the description of the expense.

Information

Clicking the Inventory Journal button opens the Inventory Journal dialog window, where all inventory information for the selected entry is displayed.

Invoice Number Column

In the list, there is the Invoice Number column. There you can see in which invoice the respective expense was billed.

Types of Services

The types of services can be restricted in service catalogs at the Billing Contract and Case levels. Depending on which types of services are set in the service catalogs, only these types of services are selectable. Without restrictions, all types of services in the standard paper contract apply. At the billing contract level, you can also specify which types of services should not be billable. These non-billable services are displayed in red text. They can be selected, but when later added to a draft invoice, they are automatically set to "written off" (hours) or "not billed" (expenses).