Projects

The Projects section in ExpensePoint allows you to track expenses associated with specific projects. You can create a project and link all related expenses to it. If the project is for a customer, you can also associate that customer with the expenses and mark them as billable.

GL Code Area for Projects

If your projects list is long, it is more efficient to manage the Projects list within the GL Code area. The GL Codes area has a search function, which is not available in the standard Project field.

For integration to an accounting software, only the project code (without descriptions) should be used, making the GL Code area a better fit.

Accessing the Projects List

1. Open Settings Manager
   From the top of your ExpensePoint screen, click the Settings Manager module.
   
2. Access Projects
   Select Projects from the left-side navigation menu.
   
3. Available Projects
   This will display the full list of your available projects.
   

Managing Projects

Within the projects list, you can:

• Add new projects
• Edit existing projects
• Delete projects

Projects can represent customers, jobs, or simple yes/no options. The project field may support lists, manual entries, or both.

Controlling Project Access for Accounting Integration

If your company plans to integrate with an accounting software, it is recommended to:

• Use a global, locked list of projects.
• Disable personal/private projects for users to maintain consistency.

To Disable personal/private projects:

1. Go to the User and Group Manager module.
2. Double-click on the user.
3. Navigate to the Permissions tab.
4. Check the option to disable Private Projects
   

Using Projects During Expense Submission

Submitters can select projects while editing expenses:

1. Click the pencil icon in the GL Code field.
   
2. The GL Code Editor will open, where submitters can choose the project from the Job Code field.
   
3. By clicking the search icon in the Job Code field, users can quickly find a project by typing keywords.

Notes:

• For long project lists and accounting integrations, managing projects in the GL Code area may be preferred due to search capabilities and the need for code-only entries.
• Global project lists enhance consistency across users, especially when integrating with accounting software.

Watch the video below for a visual walkthrough on Projects.