Projects and tasks

Projects and tasks allow you to track and allocate expenses against specific areas of work. A project represents a billable body of work; tasks are optional sub-divisions within a project. When you assign a project or task to a category, the relevant code is automatically applied to any expense claim made under that category.

Creating a project

1. As an admin, go to Setup > Project.

2. Click + Project.

3. Ensure the Active option is selected.

4. Enter the project’s code and name.

5. You can also assign another Capture Expense user as a project manager, and add a group / analysis.

6. Click Save.

Creating a task

1. As an admin, go to Setup > Tasks.

2. Click + Task.

3. Ensure the Active option is selected.

4. Enter the task’s code and name.  

5. Enter the hourly rate, if applicable. This appears on the claimant's expense form.

6. Enter the Project name. The task is assigned to the Project.

Assigning projects and tasks to a category

Once you’ve created your project:

1. Go to Setup > Categories.

2. Select the category you’d like to assign the project / task to.

3. Tick the Enable (Project, Task) box.

4. You must choose whether the user MUST select a project / task (compulsory), whether it is read only, and whether you want to hide the project option on the expense claim.

5. Either:

   4. Search for the Project and Task, if the task is attached to the project or.

   5. Search for the Task.

6. Click Save. The project / task is then assigned to the category, and will automatically to any expense claim using the category.