Expenditure values

If a communication has been configured as expenditure (through its communication template), it can have the following types of expenditure values:

• Different types of expenditure values used to balance the books, recover costs, release retained payments, and collect tax - these include advance payments, credit notes, retention, and withholding taxes. You can also add expenditure values as General if they do not fit any other category.

• Multiple line items which have been configured in the contract as Lump Sums, Progressive Payments, Milestone Payments, Reimbursables or Unit Rates. See Expenditure line items for information about adding and managing the expenditure line items for a communication.

Expenditure values are added to a communication once it has been created and saved. To add expenditure values to a communication, the following conditions must be met:

• The communication's template has the Is Expenditure option set to Yes.

• The communication is in an editable state:

• The communication is in Draft state.

• If the communication has a routing path of Contractor to Company and the contract's Method of Communication is set to Contractor to communicate via other means, the communication is in Awaiting Agreement from Recipient, Agreed or Approved state.

See Expenditure line items for information about adding and managing line items for an expenditure communication.

Add expenditure values to a communication

The following users can add expenditure values to a communication:

• Contract Owner

• Contract Administrator

• Company Representative

To add expenditure values to a communication:

1. On the communication register, click the Title of the communication you want to add expenditure to.

   The Communication Details page is displayed.

2. Click the Expenditure tab.

3. Click Add Expenditure.

   The Add Expenditure dialog box is displayed.

4. Enter information as required in the relevant fields.

   Note Fields marked with an asterisk are required.

   • Type:

     • General

     • Retention

     • Advance Payment

     • Withholding Tax

     • Credit Note

   • Title

   • Financial Value: If the expenditure value should be deducted from the total financial impact value of the communication, enter it as a negative value, e.g. -1000.

   • Currency: This is always the communication currency and cannot be edited.

5. Click Save and Continue to add the expenditure and clear the fields so you can add another one. The Type is persisted although the selected value can be changed if required.

   Alternatively, click Save and Close to add the expenditure and close the window.

   The Expenditure tab is refreshed.

See Expenditure line items for information about adding line items.

View expenditure values

The following users can view a communication's expenditure:

• Contract Owner

• Contract Administrator

• Company Representative

• Contract Budget Holder

• Contract Auditor

The financial values can only be seen by users with Confidential access to the communication.

To view the expenditure on a communication:

6. On the communication register, click the Title of the communication you want to view line items for.

   The Communication Details page is displayed.

7. Click the Expenditure tab.

   To display only expenditure, select an appropriate filter from the drop-down list:

   • All Claimed Items - includes expenditure line items as well as expenditure values

   • All Other Expenditure - does not include line items

On this page, you can:

• Filter the expenditure values and line items by typing part of the code or title. Click the button to expand the search box, and type the search text.

• Sort the expenditure values and line items by clicking the column headings.

• Drag the columns to a different position in the table. Note that you cannot drag unfrozen columns to the frozen ones.

• Move through the pages of displayed items, and change the number of items displayed per page, by clicking the paging buttons.

• Export a list of expenditure values and line items based on the current filter, by clicking the Export button.

See Expenditure line items for information about viewing line items.

The following values are displayed on the Expenditure page when the All Other Expenditure filter is applied:

• Expenditure Title

• Expenditure Type

• Claimed: The value of the expenditure claimed in this communication in the communication currency.

Additional columns are shown if All Claimed Items is selected - see Expenditure line items.

Edit expenditure values

The following users can edit an expenditure value on a communication:

• Contract Owner

• Contract Administrator

• Company Representative

To edit an expenditure value:

8. If necessary, scroll across the page so that the Claimed column is visible.

   Tip The Breakdown Item Name, Code, Title and Expenditure Type columns are frozen so that you can easily identify the line item you are claiming for.

9. In the Claimed column for the expenditure value, enter the updated value.

10. Press Enter or Tab, or click on another area of the page to update the value you are claiming for.

    The color of the text on the line item's row briefly changes while the update is made and a pending icon is shown at the bottom of the page next to the Total Financial Impact value.

    

See Expenditure line items for information about editing line items.

Remove expenditure values

You can only remove expenditure values from a communication if the communication is in an editable state - see Edit the core details of a communication for detailed information.

The following users can remove an expenditure value from a communication:

• Contract Owner

• Contract Administrator

• Company Representative

To remove an expenditure value from a communication, clear its value in the Claimed column.

See Expenditure line items for information about removing line items.