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Manage project expenses

Last update: Wed Aug 23 2023 00:00:00 GMT+0000 (Coordinated Universal Time)

CREATED FOR:

  • User

The process for creating and managing expenses is the same for both project and task-related expenses. Any expenses that are added to the project in the Business Case are added to the Expenses tab as planned expenses. For more information on the Business Case, see the article Create a Business Case for a project.

The total amount of your expenses from all the tasks and the project contributes to the total cost of the project. The Planned Amount of the expenses contributes to the Planned Cost of the project, and the Actual Amount of the expenses contributes to the Actual Cost of the project.

Access requirements

You must have the following access to perform the steps in this article:

Adobe Workfront plan*
Any
Adobe Workfront license*
Work or higher
Access level configurations*

Edit access to Projects and Financial Data

NOTE

If you still don't have access, ask your Workfront administrator if they set additional restrictions in your access level. For information on how a Workfront administrator can modify your access level, see Create or modify custom access levels.

Object permissions

Contribute or higher permissions to the project with permissions to View or Manage Finance

For information on requesting additional access, see Request access to objects.

*To find out what plan, license type, or access you have, contact your Workfront administrator.

Add Expenses

  1. Go to the project where you want to enter expenses.
    If you want to add expenses to a task, navigate to a task instead.

  2. Click Show More, then click Expenses.

  3. Click Add an Expense .
    The Add an Expense dialog box is displayed.

  4. Update the following:

    • Description: Description of the expense.

    • Expense Type: (Required) Select the category that best describes the expense.

    • Task: Begin typing the name of the task that this expense is associated with, then click it when it appears in the drop-down list.

    • Planned Amount: The planned budgeted amount for the expense.
      This affects the Budgeted Cost of the project.

    • Actual Amount: The amount that the expense actual cost.
      This affects the Actual Cost of the project.

    • Planned Date: The expected date for the expense to occur. You can type the date in the field using the mm/dd/yy format, or you can click the calendar icon   and select the date dynamically.

    • Date Paid: The date the expense was paid.

    • Billable: Select this option if you want to bill this expense. Categorizing an expense as billable is important when creating billing records.

    • Reimbursable: Select this option if the expense needs to be reimbursed. You can then mark the expense as reimbursed after the expense has been reimbursed.

  5. Select a Custom Form and specify any additional information required. You must create a custom form before you can associate it with an expense. Only active custom forms display in the list. For information about creating custom forms, see the article Create or edit a custom form.

  6. Click Save Changes.

Delete Expenses

  1. Go to the project where you want to delete expenses.

  2. Click Show More, then click Expenses.

  3. Select the expenses that you want to delete, then click Delete Delete .

  4. Click Yes, Delete It to confirm deletion.

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