Pre-Authorize an Expenditure
Introduction
Pre-authorizing expenditures offers increased control over employee spending. 1Stop has streamlined this process by introducing a simple Transition after an expenditure is created, allowing users to pre-authorize specific spending amounts. This grants users access to the Expenditure record, enabling them to complete the Expenditure after making the purchase. This article provides step-by-step instructions on how to pre-authorize expenditures for vendor bills, credit card charges, and employee expense reports.
Tip
You can restrict the creation of an Expenditure to specific employee profiles, ensuring they can only finalize an Expenditure after it has been pre-authorized for them. By default, all profiles have the permission to create Expenditure records. However, if you wish to revoke this ability for Office, Field, and/or Time Clock employees, please contact your Administrator for assistance.
Video Summary
Instructions on How to Pre-Authorize an Expenditure
1. Navigate to the Expenditure module, then click the Create Expenditure button in the top right of the page.
2. Complete the fields in the About This Expenditure and Expenditure Entry Form section, per the instructions below.
About this Expenditure
- Expenditure Name - Name of the Expenditure. We suggest adding what you are pre-authorizing the expenditure for such as "Materials for Jennifer Raven Job". After Saving, the Expenditure Name will auto-update to the naming convention: EXP[auto number] - [Expenditure Name You Entered] (e.g. EXP162 - Materials for Jennifer Raven Job).
- Expenditure Owner - Pre-populated with your name, do not change.
- Expenditure Type - Select the type of Expenditure you want to pre-authorize.
- Transaction Date - Add the the date the pre-authorized Expenditure should be made.
- Expenditure Status - Pre-populated to track the progress Expenditure. This field is not editable and does not need to be completed.
Expenditure Entry Form
- Account Name - Add the Name of the account the expenditure is associated with.
- Job Name - Add the Name of the Job directly associated with expenditure, if applicable.
- Amount - Leave this blank as this should be updated with the actual amount following the purchase.
- Notes - Add any relevant notes about the expenditure.
- Type - Select the item type that best describes the associated cost, if applicable. Some examples include direct job costs like scaffolding, a lift or site supplies.
3. Complete the Vendor Bill, Credit Card, or Employee fields based on the Expenditure Type you selected, per the instructions below.
If Expenditure Type = Vendor Bill, complete the Vendor Bill Fields section, then Save.
The record detail page will open.
- Vendor Name - Select the vendor the purchase should be made at.
- Vendor Bill Number - Leave blank as this will need to be completed by the Pre-Authorization User once they receive the vendor bill.
If Expenditure Type = Credit Card, complete the Credit Card Fields section, then Save.
The record detail page will open.
- Credit Card Charged - Select the the credit card the Pre-Authorization User should use to complete the purchase.
- Credit Card Merchant - Enter the name of the place the Pre-Authorization User should make the credit card purchase at.
If Expenditure Type = Employee, complete the Employee Fields section, then Save.
The record detail page will open.
- Employee-Vendor - Select the employee who will be making the purchase. If the employee's name is not available in the lookup list, speak to your Administrator to add the name.
- Number Receipts Attached - Leave blank. This field will be completed by the Pre-Authorization User once the purchase is completed.
4. On the record detail page, click the Pre-Authorize Expenditure Transition button.
A pop-up box will appear.
5. Complete the fields per the instructions in the pop-up box and below, then Save.
- Pre-Authorized User - Select the user who you are pre-authorizing to make the expenditure. This give the user with access to the Expenditure record.
- Expenditure Type - Auto-populated based on completing step 2 above.
- Pre-Authorized Amount - Enter the maximum amount the Pre-Authorized user is allowed to spend for this expenditure.
6. After Saving, the Blueprint will move to the Pre-Authorized State. From here, the Pre-Authorized user can complete and submit the expenditure.
Tip
Pre-authorized users can view their Expenditure records by clicking the Pre-Authorized Custom View. For Instructions on how to complete a Pre-Authorized Expenditure, please see our How to Complete and Submit a Pre-Authorized Expenditure article.
Related Articles
Expenditures Management Overview
Introduction Managing business expenses can be a messy and time-consuming task. Tracking who spent what, where, and why can feel like an endless loop of receipts and spreadsheets. 1Stop simplifies this process by centralizing all your business ...Approving Expenditure Records
Introduction When expenditures are submitted, they require approval before moving to the accounting team for processing. This article provides step-by-step instructions on how to approve transactions for vendor bills, credit card charges, and ...Pre-Approving a Change Order
A Change Order record should be created for any change associated to an approved Sale record. To officially update the Sale and the related Job and Job Cost records the Change Order will need to be approved by management. There are 2 ways a change ...Expenditures
Tracking expenses in 1Stop can help your team stay organized, manage job costs, and ensure accurate reporting. The Expenditures module is where you can log and categorize any business-related spending tied to jobs, vendors, or general company ...Processing Approved Expenditures
1Stop helps automate the creation, approval, and processing of all business expenditures—ensuring proper controls, supporting receipts, and accurate classification for each expense. This article walks you through the step-by-step process of ...