System Configuration - Expense Type Options

Note that the letter Q is reserved for the Insurance category

• Expenses - Overview
• Expenses - Types
• Expense Types - Simple
• Expense Types - People
• Expense Types - Markup
• Expense Types - Insurance
• Expenses - Creating Categories
• Expenses - Creating Sub-Types
• Expenses - Deleting Sub-Types
• Expenses - Deleting Categories

 

 

Overview

In creating jobs, CIMS records details of Fees and Expenses. The system is designed to be pre-configured with all Fees types and all Expense types that you or your artist will incur so that creating or editing jobs becomes just a matter of choosing these from a pick list and entering the amount.

Expenses have main categories and sub-types. Sub-types are categories of expenses which fall within the main categories. For example, Travel & Hotels main contain Airline Tickets, Train Tickets, Taxis, Hotels, etc.

Sub-categories are printed together on estimates and invoices.

 

Expense Types

There are 4 types of expenses. These are:

Simple: The expense consists of units and unit costs such as Digital Prints

People: The expense consists of units, unit costs and number of people, such as catering

Markup: The expense consists of units, unit cost and agency fee where the supplier is an agency such as models or stylists

Insurance: The expense consists of a percentage of the total cost of the job. Note a fixed amount insurance is a simple expense

 

Creating Expense Type

To create a new expense type do the following:

1. From the ring menu select "Manage The System"

2. Select "Expense Type Options"

3. Scroll to the bottom of the list

4. In the "New Type" field enter the name of the new expense

5. Enter the "Category" of expense - NOTE THAT Q IS RESERVED FOR FIXED (%) INSURANCE

6. Enter the "Type" of the expense

7. Click the "Update All Captions & Categories" to save the updates

 

Creating Expense Sub-Types

To create an expense sub-type do the following:

1. From the main ring menu, select "Manage The System"

2. Select "Expense Type Options"

3. Scroll down to the expense main category required

4. Select the Add button

5. Enter the name of the new sub-category. It is a good idea to precede the name with a number to facilitate ordering when printing invoices

6 Click the "Update All Captions & Categories" to save the updates

 

Deleting Expense Sub-Types

Expense Sub-Types can only be deleted if they are not in use. The Sub-Types not in use will have a "delete2 button displayed adjacent. To delete an expense Sub-Type do the following:

1. From the main ring menu, select "Manage The System"

2. Select "Expense Type Options"

3. Scroll down to the expense main category required

4. Find the Sub-Category

5. If its displayed select the delete button

 

Deleting Expense Category

Only Expense categories which are not in use (i.e. do not have Sub-Types which are in use) can be deleted. Those that can be deleted will have "Delete Type" displayed adjacent to the name

To delete an expense do the following

1. From the main ring menu, select "Manage The System"

2. Select "Expense Type Options"

3. Scroll down to the expense main category required

4. Find the Sub-Category