Using the Expenses App - Envoice

You must have received an invitation (if not, ask your team leader to request one for you)

Download the Envoice – Bills & Expenses App from your App Store

Open the App and sign in (if you have a @notts-scouts.org uk email, you can use your Microsoft credentials)

Choose Nottinghamshire County Scouts as the company

Start preparing your expenses from a receipt

The aim is to compile your expenses as you incur them, rather than waiting until the end of the month

Click the + green button

Select Expense

This will open your camera

Take a picture of the receipt or select a receipt file from your devise

Categorize the receipt

Click on the category down arrow and select one of the categories – you should find your team listed.

These are listed in the right pane

Use the comment field to input either the budget line or description of the expense

Click on Add this expense to a report (top right of screen)

Add or Create an Expense Report

Select Expense Report as the type

If you already have report(s) that have not been submitted you select the required report

Otherwise select New report

Note you can only have receipts and mileage on an expense form for a single team – location. If you have receipts/ milage for another team(s) then you must create another report for each team.

Make the report date the end of the month

Reimbursement method is always Bank Transfer

Input bank account name, sort code and account number in the Bank Account number field – this is where the expenses will be paid too

Click on Next (top right of screen)

Finishing Off

Check the information is correct

Check Reimbursable flag is on

Add further comment if required

Select Save (top right of screen)

The Expense Report is saved and is available to be added too by adding more receipts or mileage

Adding Mileage to an Expense Form

Go to the Reports tab

Open the required Expense Report

Click on Add Expense

Adding Mileage to an Expense Form cont...

Select Distance

Select Vehicle

On first use add new vehicle

Vehicle registration no

Change the unit to mi (miles)

If appropriate set as primary vehicle

Select Save

Enter journey distance (miles)

Leave Type as Business

Enter journey details in Comment

Select Save

Continue Adding Receipts or Mileage to your Expenses

Remember you need a separate expense form for each Location (Team)

At the end of each month you need to submit your open expenses – simply select Submit Report.

If you submit a report in error, click reopen the expense report and select Recall Report

Adding Supplier Invoice that needs Paying

Go to the Bills tab

Select Bill

Add the invoice by selecting file or taking picture of invoice

Ensure the Reimbursement Flag is off

Save and the invoice is automatically submitted

What Happens Following Submission

• The Expense Report is reviewed by Finance
• They are checking for errors
• If they find an error they will return the Report to you to correct
• If all ok, the report goes to your team leader for approval
• Following final approval the expense report is automatically added to the finance system (QuickBooks)
• The expenses are paid the following week