Expense Codes in Juris allow firms to define specific expense types—both cash and noncash—that can be charged to clients. The system supports comprehensive management, enabling users to search for Expense Codes, edit existing codes, delete codes (with protection if they’re referenced elsewhere), inactivate outdated codes for reporting purposes, and create new codes. This functionality streamlines the tracking and billing of expenses within the firm.
This article covers the following:
- Overview of Expense Codes
- Find an Expense Code
- Edit an Expense Code
- Delete an Expense Code
- Inactivate an Expense Code
- Create an Expense Code
Overview of Expense Codes
Expense Codes may be used on expense entries when a firm would like to define specific expense types that may be charged to a client. The Expense Codes may represent cash expenses (such as deposition fees) or noncash expenses (such as document reproductions made from a firm-owned copier machine).
Find an Expense Code
You can search for expense codes using the Finder in Juris, which is pre-configured to search only in Expense Codes when you follow these steps:
- Navigate to Expense Codes by selecting Tables > Expense Codes.
- Open the Finder Form by selecting Tools > Find from the menu.
- Review the default settings. The Look In field displays the path: Juris\Tables\Expense Codes. The Search Subfolders option is enabled by default.
- Optional: Refine the search by checking the Case Sensitive box if you want the search to match the exact case.
- In the Named text box, enter all or part of the expense code name or description. Other fields (such as Narrative) and details on Expense Schedules or Expense Code Xref spreadsheets are not searched.
- Initiate the search by clicking the Find Now button or press Enter. The search results display at the bottom of the form.
- Double-click an item to open it. Click the New Search button to clear the current search criteria and results before performing a new search.
Edit an Expense Code
To edit an existing expense code, follow these steps:
- Access the Table by selecting Tables > Expense Codes.
- Find the expense code and double-click the icon or description to open it.
- Modify the details as required. The Expense Code itself cannot be changed.
- Optional: Spell check the form by clicking the Spell Check icon on the toolbar.
- Save the modifications by clicking the Save icon on the toolbar.
Delete an Expense Code
To delete an existing expense code, follow these steps:
- Access the Table by selecting Tables > Expense Codes.
- Find the expense code and double-click the icon or description to open it.
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Click the Delete icon on the toolbar.
If the expense code is referenced elsewhere in Juris, a message will indicate that it cannot be deleted.
- At the confirmation prompt, click Yes or press Enter. The expense code is deleted.
Inactivate an Expense Code
By flagging an outdated Expense Code as inactive, the Expense Code stays in the Juris database for reporting purposes, but cannot be used. To inactivate an Expense Code::
- Open the appropriate Expense Code.
- Uncheck the Active Expense Code checkbox.
- Click the Save icon.
You can verify inactive codes by generating the Expense Code Master List report. Go to Inquiry-Reports > Reports > Master Lists > Expense Code Master List and ensure that the "Include Inactive Expense Codes" option is checked.
Create an Expense Code
To create a new expense code, follow these steps:
- Access the Table by selecting Tables > Expense Codes.
- Click the New icon on the toolbar. This opens the Juris\Tables\Expense Codes\ New window.
- Enter the expense code information:
- Expense Code: Enter a 1–4 character code (digits, alpha characters, or a combination).
- Description: Enter up to 30 characters.
- Select the Type:
- Select Cash if the expense involves monetary transactions, or
- Select Noncash if it does not.
- Tax Exemptions: If the expense is exempt from Tax 1, Tax 2, and Tax 3, check the appropriate boxes.
- Account Selection:
- For Cash Expenses, select an Income and Adjustment account.
- For Noncash Expenses, select an Income account.
- Narrative: Type the narrative for the expense code. This narrative will appear in the Expense Entry whenever the code is used.
- Optional: Perform a spell check by clicking the Spell Check icon on the toolbar.
- Click the Save icon on the toolbar. The expense code is added.
- The Expense Schedules and Expense Code Xref Schedule icons appear.
- Click these icons to open and review the corresponding forms.
- Click the Expense Schedules icon to open and review the Expense Schedule form. The code may be added to expense schedules, if desired.
- Click the Expense Code Xref icon to open and review the Expense Code Cross Reference form.
- Click Save once more if needed to confirm the creation of the new expense code.