Manage expenses effortlessly - Release note 11.136

This update to the LittleBig Connection platform includes a new way for clients and suppliers to add and validate project expenses efficiently. 

Within this article 

• Introduction to the new expense module
• Adding expenses
• Viewing and managing expenses
• Validating expenses
• Impact on Connect invoices

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Introduction to the new expense module

This new feature aims to streamline the way expenses are added, displayed, and managed by both clients and suppliers. The access is more direct and the workflow of the expenses guarantees full compliance for invoicing, as well as tax management for suppliers. Before, suppliers had to compile all expenses in one, making it difficult to manage different taxes and receipts ; now they will be able to add an expense at a time to ensure clarity. 

This new module will be available on all activity reports without previously added expenses, on the release date. For other activity reports, the previous module will be used until expenses are validated and then the transition to the new module will be automatic. 

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Adding expenses

As a supplier, to add an expense to your activity report (AR), you need to: 

1. Open your activity report detail page
2. Within the AR summary on the right, click on Add expense(s)
3. In the window that will appear, complete the following fields: 
   • Expenses title
   • Amount without tax 
   • Tax rate
   • Comment (optional) 
4. Click on Add other expense if you need to include more
5. Validate by clicking on Add expense(s) at the bottom right of the window

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Viewing and managing expenses

As a supplier, once expenses have been added to your AR, you can view them within the summary on the right, with the total pricing (sum of all expenses with tax) and the following information per expense:

• Document icon
• Title
• Comment (if any)

You can click on the action menu to modify or delete the expenses.

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Validating expenses 

As client, you will still be able to check the expenses added by the supplier when reviewing the activity report. If anything needs to be modified, you can reject the activity report and specify that the expenses need to be corrected. 

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Impact on Connect invoices

Once expenses have been added and validated within an AR for a Connect project, the total price after tax will be displayed on the billing voucher.

Then, on the invoice, you will have one line per expense, with the following information: 

• Title of the expense
• Quantity: always set to 1
• Amount without tax
• Price per quantity: same value as the amount without tax
• Expense tax: result of [amount without tax*tax rate]
• Total tax: sum of all taxes
• Total amount: result of amount without tax + total tax