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


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





Forgotten Password

Go to the Expense8 login page


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



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


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


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”.


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.


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”.


NOTE – If you need to change coding and error you may need to reset coding to clear errors


When completed Click the submit icon (tick)

The item will be submitted and the next item will open for coding


Upload the tax invoice/receipt

Click the attach icon

Click Upload attachment

Click Browse

Select an uploaded

receipt or tax invoice

Then click Save


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


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


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


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


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


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.


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


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