Overview

MobiWork's View Expense pop-up window will give you a full view of all relevant details and actions related to an expense.

Whether you need to check the status, view associated documents, or edit the expense details, the View Expense pop-up window makes it easy to manage everything in one place. The following sections will highlight the various functionalities, tabs, and information you can access from the View Expense pop-up window.

How to Access the Page

There are several different ways you can access the View Expense pop-up window in MobiWork.

The following sections demonstrate some common methods of how to access the View Expense pop-up window from your MobiWork web platform.


Expense List Page

The easiest way to access the View Expense pop-up window is through the "List" tab. For more information on how to access the "List" tab, please see the Expense List page.

Once you are on the "List" tab, there are four different ways to access the View Expense pop-up window:

  1. Select the desired expense ID.

  2. Right-click on the selected expense and click on the "View" option from the drop-down.

  3. Click on the "View" option from the Individual Actions drop-down.

  4. Select the View icon under the "Actions" column.

Note: You can also access the View Expense pop-up window from the "Kanban" tab on the Expenses List page by clicking the desired expense.


Work Order Job Costing Tab

You can also access your expenses from the "Job Costing" tab in the View Work Order pop-up window. For more information on how to access the View Work Order pop-up window, please see the View Work Order page:

From the "Job Costing" tab, you can click on the expense ID to access the View Expense pop-up window:

Expense View Layout

Once you open the View Expense pop-up window, you will be automatically directed to the "Summary" tab:

These features are available in all three tabs and in both, the pop-up window, and the full-size view:

  1. Expense Full-Size View.

  2. Expense Tabs.

  3. Expense ID and Status.

  4. Upper Right Corner Actions.

Please note that if you would like to easily close this pop-up window, you can click on the esc button from your keyboard.



Expense Full-Size View

By clicking on the upwards arrow in the left-hand corner, you can expand the View Expense pop-up window so that it is full-size:

The full-size View Expense pop-up window can be seen below. All the tabs, buttons, and features are identical to how they would appear in the pop-up window:



Expense Tabs

There are three tabs in all for the View Expense pop-up window; each tab displays different information regarding the expense:

You can navigate to other tabs by clicking on the desired tab.



Expense ID and Status

The expense ID and the status will be displayed towards the top of the View Expense pop-up window:

You can quickly change the status of the expense by clicking on the status and selecting the desired new status.

The statuses that are available are:

  • "Show All" will display all expenses.

  • "Approved" will display all expenses that have been approved.

  • "Today" will display all expenses with the expense date set for the present day.

  • "Last Week" will display all expenses with the expense date set for last week.

  • "Open" will display all open expenses.

  • "Reimbursed" will display all expenses that have been reimbursed.

  • "Yesterday" will display all expenses with the expense date set for yesterday.

  • "This Month" will display all expenses with the expense date set for the month.

  • "Waiting for Approval" will display all expenses that are waiting for approval.

  • "Rejected" will display all rejected expenses.

  • "This Week" will display all expenses with the expense date set for the week.

  • "This Year" will display all expenses with the expense date set for the year.



Upper Right Corner Actions

The Expense's Upper Right Corner Actions can be found in the top-right corner of the View Expense pop-up window. These actions are located in this section, regardless of the tab you are on:

The Upper Right Corner Actions section includes:

  • The Pencil icon will allow you to edit the expense.

  • The Individual Actions button will allow you to perform various actions.

  • The Question Mark button which will direct you to the respective MobiWork Features page.

  • The X button will close out of the View Expense pop-up window.

After clicking on the vertical three dots in the top-right corner, the Individual Actions drop-down menu will appear:

From the Individual Actions drop-down menu, you can select various actions that will help manage the specified expense.

The complete list of actions found in the Individual Actions drop-down menu are defined below:

Name:Description:
"Edit" Allows the user to edit the specified expense.
"Edit Custom Status" Allows the user to edit the custom status of the expense.
"Delete" Allows the user to delete the expense.
Summary Tab

The "Summary" tab is the default tab you will be directed to; it will display all the requisite information regarding an expense. You will be able to view the creation date, any associated work orders, the amount, and more:

You can also add notes pertaining to the expense or attach an image to the expense (e.g., a photo of the receipt).

The definitions for the terms found in the "Summary" tab are below:

Name:Description:
"Status" The status of the expense. The status can be "Show All," "Approved," "Today," "Last Week," "Open," "Reimbursed," "Yesterday," "This Month," "Waiting For Approval," "Rejected," "This Week," or "This Year."
"Amount" The amount owed for the expense.
"Expense Date" The expense date of the expense.
"User" The user the expense is intended for.
"Description" The expense description.
"Creation Date" The creation date of the expense.
"Work Order" The work order associated with the expense.
"Image" By clicking on the Pencil icon or the "Add Image" option from the Individual Actions button, you will be able to add an image to the expense. Once an image is added, you can use the Individual Actions button to view the image in a separate tab, another pop-up window, or you can delete the image.
"Notes" By pressing on the Add Note button, you can add a note to the expense. Once a note is added, you will be able to view, edit or delete the note from the Individual Actions button.
Documents Tab

The "Documents" tab will allow you to store expense-specific documentation (e.g., receipts, photos, etc.) for future use. This tab will also list the type of document file, the date it was uploaded, the user who uploaded it, and more.

Only after you upload a file or document to this tab will you be able to access the Action options:

  1. By right-clicking you will bring up the right-click actions. These actions are identical to the Individual Actions and will allow you to view, edit, download, or delete the document.

  2. The Plus Sign will add a new document or file.

  3. The topmost Individual Actions will allow you to add a new document or refresh the tab.

  4. The View icon will allow you to view the image file in a new tab, window, or allow you to download the document.

  5. The Individual Actions (the three dots next to the View icon) are identical to the right-click actions and will allow you to view, edit, download, or delete the document.

The terms found in the "Documents" columns are defined below:

Name:Description:
"Name" The name of the document.
"Date" The date that the document or image file was uploaded.
"Type" The type of document (e.g., PDF, Word, image, Excel, etc.).
"User" The user who uploaded the document or file.
"Comment" Any comments or notes associated with the document.
"Actions" Allows you to view, edit, download, or delete the document.
History Tab

The "History" tab lists the historically recorded details of the expense, including status dates, the time duration of the status, description of any updates, and more.

The "History" tab has three different subsections that stores historical data of the expense. These columns are the "Created and Last Modified," "Status Events," and "History" subsections:


Created and Last Modified Date

The "Created and Last Modified" subsection will display the date that the expense was created and the last time it was modified.

The terms found in the "Created and Last Modified" subsection are defined below:

Name:Description:
"Created Date" The date that the expense was created.
"Last Modified Date" The last time that the expense was updated.

Status Events

The "Status Events" subsection will display how long the expense was in the designated status.

The terms found in the "Status Events" subsection are defined below:

Name:Description:
"Custom Status" The designated custom status of the expense.
"From" The date that the custom status was assigned to the expense.
"To" The date that the custom status was no longer assigned to the expense.
"Time Spent in Status" The total time duration that the expense spent in the designated status.

History

The "History" column will display the historical data of the expense (e.g., expense status changes, adding documents to the expense, and more). The data in this box will automatically generate when a specified event or status is reached.

The terms found in the "History" column are defined below:

Name:Description:
"Date" The listed activity date indicates when the expense took place.
"Activity Type" What kind of activity was performed on the expense.
"Description" The description of the activity.
"User" The user who performed the activity.