How to account for expense claims

Xero Expense Module

There is an expense claim add on available in Xero but it has an additional cost per user. This article provides details of an alternative option to avoid that cost.

Xero option

Formations have an option to provide Leaders and/or Adult Members with Xero “invoice only” permission.  This will allow the individual to raise an invoice for expenses they have incurred and attach the receipts direct into the Xero file for payment approval by an authorised user.  This reduces the workload for the Treasurer and the individual claiming an expense.

How to send a Xero Invitation to a new Xero user?

If the Formation Group Support Committee Executive decide this is a worthwhile time saver, send a Xero invitation to the individual user or ask Finance to do this for you via email.  Please remember that this is an invoice only permission.

What does the new User Need to Do?

The new user of the Xero file will receive an email inviting them to join the Formation’s Xero file.  They should click and accept this invitation.  The new user will need to set up two factor authentication and should download the Google Authentication app.

Download the Xero App

Users should download and install the Xero App from either the App Store or Google Play to your phone.

  

Login to Xero with your Scouts Qld email address as the username and the Xero password you have created.

How to use the Xero App?

Click on purchases and click on + at the top right and then click add a bill

The new bill screen will appear

What details do I need to fill out?

Please choose your name from the “who was it from” field as this, if established in the Xero file correctly, has the bank account details for reimbursement.

 

Put a description in “what the expense is for” field and change the first field date to the date of the expense on the receipt.

 

Change the due date to the Formation’s regular payment date eg second Tuesday of each month.  Change the “categorise to and account” field to the most relevant type of expense eg meal expense for camp food.  Enter the amount of the expense, this should match the receipt.

GST and expenses

It is important that you correctly record the GST for each transaction and the GST is recorded on your receipt.

 

Please note that some food items are GST Free eg fruit and vegetables.  Bottom left of the screen indicates if the total includes GST or not.

If you have mixed items on the receipt (Taxable Expenses and GST Free Expenses) these will need to be entered separately.

Click total including tax button on the bottom left select the appropriate GST category.

Click the top right hand corner and this will let you add another item and to split quantities.

Check the GST amount matches the receipt total amount.

Attach the receipt by taking a photo with your phone (ensure the GST amount is seen in the photo for audit and GST claiming purposes).

Now click “Done” in the top right, then Save (do not click approve).

Approval Process

We suggest you then email the Group Treasurer to let them know you have submitted a claim so that they can approve.

If the Treasurer has concerns with your claim or finds that the claim is incorrect they should notify you and advise any delay in payment.

More information about the Xero App

Here is a link to Xero explaining the features of the Xero App and what you can use on this app Xero mobile apps

We welcome feedback and suggestions on any matters on this Fact Sheet. Please contact us by emailing financehelpdesk@scoutsqld.com.au

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