Expenditure values

If a communication has been configured as Expenditure (through its communication template), it can have the following types of expenditure financial 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 Unit Rates, Progressive Payments, Milestone Payments or Lump Sums. See Expenditure line items for information about adding and managing the line items for a communication.

Expenditure values are added to a communication once it has been created and saved as Draft.

Add expenditure values to a communication

Users with the following contract roles can add expenditure values to a communication:

• Contractor Representative

• Contractor Administrator

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.

   Field	Description
   Type	The type of expenditure value: General Retention Advance Payment Withholding Tax Credit Note
   Title	The title of the expenditure value.
   Financial Value	The value of the expenditure. 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	The currency of the expenditure value - this is always the communication currency.

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.

6. 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

Users with the following contract roles can view expenditure values, including line items, for a communication:

• Contractor Representative

• Contractor Administrator

• Contractor Information Management - cannot see the financial values.

To view the expenditure on a communication:

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

   The Communication Details page is displayed.

8. Click the Expenditure tab.

9. 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

Users with the following contract roles can edit expenditure values:

• Contractor Representative

• Contractor Administrator

To edit an expenditure value:

10. 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.

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

12. 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 remove an expenditure item directly from the Expenditure tab if the communication is in Draft state.

Users with the following contract roles can remove expenditure values:

• Contractor Representative

• Contractor Administrator

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

See Expenditure line items for information about removing individual line items.