Email: support@elma-life.eu

Expenses

Expenses module lets you carry separate accounting evidence records assigned to the project.

The module allows you to filter, sort and export data to MS Excel file.

Filtering is done by using the “filter” visible in the upper left corner. After clicking, a dialogue box opens, where you must enter search parameters.

Export is carried out by using the “export” button is visible in the upper left corner. After you apply this, the file will be generated in MS Excel format according to the applied filter or sort (IE. If you applied the filter to an MS Excel file will be transferred only the items that meet the search conditions).

The list of records can be sorted by columns – by clicking on the name of the corresponding column. For example: when you press ID column name, you can sort by subsequent individual number – from smallest to largest or vice versa. It is not possible to use several collations. I.e. First, from largest to smallest and then for example. alphabetically by name category. Each time you press the column name, items are sorted according to the specified way.

Entering the new record is done by filling the form. Each expenditure requires attributes such as a number of the invoice (or other accounting document), the accounting number in the records of the beneficiary, the date of issue, date of payment, etc. You can also assign additional attributes IE. the source of funding, allocation of cost (if applicable), the cost category, the distribution of eligible costs, assigning the action and others.

  • Currency – set by default. To change currency select from the drop-down list in the upper right corner by clicking “€” button.

  • Contract – if the invoice/other accounting document is a result of ending a contract previously entered into contracts tab – select from the drop-down list the appropriate agreement number, on the basis of which it was invoiced. The system will automatically fill in all sections of the expense form that are already given in contract’s form. If the expenditure incurred without a contract, fill in the relevant field (by providing the name of the issuer of an invoice/ other accounting document. See ADDITIONAL INFORMATION).

  • Status – field uneditable. By default, a new record (the new position in the list of expenses) has the “draft” status. Only after completing all required data the system will automatically change it to “public”. Only records with “public” status shall be taken into account in all reports and financial statements and are included as the expenditure under the project. Records with the “draft” status are not treated as expenditure actually incurred in the project.

  • Number – enter the number of the document (invoices, etc.) given to it by the issuer.

  • Accounting document number – enter the number assigned to the document in the accounting system of the payer. This number is the primary determinant of the position of the document in the accounting system of the beneficiary. In accordance with the Grant Agreement, each beneficiary is obliged to conduct a separate classification of expenditure within the framework of the project so that they can be easily and unambiguously extracted from the accounting system maintained by the organisations.

  • Issued on – enter the date of issuing the document in the yyyy-mm-dd format, or select the date by using the calendar.

  • Payment date – enter the date in the yyyy-mm-dd format date of debiting the beneficiary. If the payment was made in parts, enter the date of the last of them. Empty field of the due date will result in saving the record with the status “draft”. Please note! Only expenditure actually incurred (and therefore chargeable to the account of the beneficiary) may be regarded as eligible and be submitted for settlement.

  • Expense status – select from the drop-down list:
    • Accounted – recorded in accounting system of the beneficiary
    • Approved – approved by co-financier
    • Ineligible – an expense that was recorded in the accounting system of the beneficiary, initially as an eligible cost but further on found as an ineligible cost. Note! Ineligible costs are still costs of the project! They are financed by the Beneficiary (and it is not its own contribution)
    • Refusedan eligible cost that was refused by the co-financier to be financed by this source. It needs to be changed in the accounting system of the beneficiary as Beneficiary’s own contribution.
  • Cost category – select from the drop-down list the correct position. See → ADDITIONAL INFORMATION

  • Value without VAT – please provide a value without VAT. If there is no VAT included – please provide the same value in both boxes – value with VAT and value without VAT.

  • Value with VAT – please enter the value of the document including VAT

  • Penalty fixed by the contract – if the contractor was imposed a contractual penalty, the value of eligible expenditure shall be reduced by its value (it is, in fact, an income for the beneficiary). Please enter a value of the calculated penalty.

  • Eligible cost – this is the value of expenditure, which will be presented to the settlement. It may, in fact, happen that the invoice will have a value greater than the beneficiary intends to indicate in settlement within the framework of the project (due to eligible only net value, imposing contractual penalties or if not all cost positions on the invoice are eligible).

  • Cost accepted by the financier –  please fill out the position when the amount considered eligible is greater than eventually settled. This can happen when a single cost position of the invoice or other accounting document is contested by the co-financiers or will finance only a part of it (eg. 85%).

  • Action – select from the drop-down list the action in the framework of which the expense incurred and indicate the value to be assigned to this action. This information is later used to create reports.

  • Description – provide a short, unambiguous information about the cost. Please note that description such as “LIFE15 CCM/DE/138” or “business trip”, “Fieldworks” mostly are not good enough and needs to be detailed.

  • Remarks –  a text box allowing you to save relevant additional information

  • Financing shares in the Grant Agreement financing parties must specify expenditure and the value of these expenses assigned to each of them. So, in the first drop-down list, select an entity that will be charged. In the second drop-down list, select how you want to settle the expense.

    • If these are the own contribution, in the next box enter the final value of the expenditure to be recognised as own contribution.

    • If the funds come from co-financing, in the next box identify the entity that will finance the expenditure and in the next box – the value of the expenditure to be financed from that source.

    • if the expenditure is broken down into few financing sources use “add” button to enter as many shares as needed.

  • Documents – form to attach to the system electronic version of documents (e.g. a scan of the invoice).

Please note that some cost categories have some additional information that needs to be added to the general description of the cost item.

 

Once the expenditures are entered into the system, it is possible to monitor the current financial progress of the project through the built in ⇒ reports

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