Miscellaneous Expenses

The 'Other Cost' interface lets you record the payment transactions of miscellaneous expenses for each executed task in the project. This includes any salaries for temporary workers, rents for temporary accommodation, and other ad-hoc expenses. 

You can enter the amount every time you make a payment, with details like the task, the expense category, purpose, etc., and also upload attachments like a PDF file of the invoice or the receipt. The system decrements the amount paid every time from the total budget for other expenses for the task and shows the remaining amount per your estimate. This helps you monitor the variance of the actual expenses from the estimated other costs and plan the future expenses to complete the tasks within the budget. The details are used for various statistics and key performance indicators displayed on the dashboards.

The 'Other Cost' interface 

• Ensure that you are in the Costs screen, if it is not already opened:
  • Click the app launcherand select 'Finance.'
  • Click 'Costs' on the top
  • Hover your mouse over 'Overhead & Others' on the left and select 'Others' from the options

 The 'Other Cost' interface shows a chronological list of miscellaneous payments you made for various tasks.

• Invoice Date - The date of the payment.
• Task Code - The cost code of the task item for which the expense occurred.
• Task Name - The label of the task as in the contractor schedule.
• Division Code - The code assigned to the division under which the work falls.
• Division Name - The name of the division or section related to the work.
• Planned ($) - The total estimated overhead cost for the task item 
• Actual ($) - The amount of money paid to the vendor in that instance. 
• Remaining ($) - The amount remaining under the head 'Others' for the task in the estimate. 
• Attachments - Supporting documents like the PDF version of the invoice, bill or receipt, images of the material, etc. Click on the icon to view and download attachments.

Search and filter options:
Use the 'Search' box located at the top left to locate an item using any value from the table as search criteria 
The options at the top right allow you to filter the entries, create nested groups of entries, and manage personalized and customized views of the table. Use the links below to learn more about these: 	
Filter Options in List Views
Group and Organize Items in a List View
Manage Custom List Views
Download List in Excel Format
Click the icon to download the list as an Excel sheet. See Download List Views and Logs in Excel Format for more.

Add a miscellaneous cost entry

• Navigate to the 'Other Cost' screen
• Click the  button at the top right

The 'Add Other cost' interface shows the list of your scheduled tasks and the amounts allotted under the head 'Others' in your estimate.

• Task Code - The cost code of the task item. 
• Task Name - The label of the task as in the contractor schedule.
• Progress - The completion status of the task
• Planned cost - The total amount allotted under the head 'overhead' for the task item
• Actual Cost - The total amount of overhead expenses incurred so far for the task

• Click the  button in the row of the task to add an overhead expense item.

• Enter the details of the payment made:
  • Type - Choose the category of the purpose of the payment from the drop-down menu.
  • Description - Briefly explain the purpose of the payment. Use the options at the top to format your text.
  • Cost - The amount of money paid
  • Invoice Date - Use the calendar to enter the date on which the payment was made
  • Attachments - Click the '+' button and upload the supporting documents, like the PDF version of the invoice, bill, or receipt.
• Click 'Done'

The 'Total Cost' value for the task item is updated for the entered amount.

• Click 'Back' at the top right to return to the 'Other Cost' interface.

The payment entry is added to the chronological list. Repeat the process to add more miscellaneous expenses.