Creating, Editing, Sending a Costsheet

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Creating a New Costsheet

There two ways to create a new expense form within ArkCase. One way is from the Global New button next to the ArkCase logo in the top left of the webpage. The other way is by clicking the New Costsheet button from within the Cost Tracking module.

From the Global New menu button.

1. On the page banner, click the Global New button new botton

Global New menu

2. Select the Costsheet button from the menu and a blank expense form will open.

From the Cost Tracking module

1. Click the New Costsheet button located above the expense details to open a blank expense form.

New Costsheet

2. A new Costsheet form will open after selecting one of the two options to create a new costsheet.

expenses

3. To modify existing information, re-select or re-enter the update. The Balance field recalculates when changes are made to the Amount column.

4. To add expenses to the form, click the Add icon button at the line you want to add the expense. A new entry line is created.

5. Select and enter the information in the fields required to define the new expense.

6. To remove an expense from the form, click the remove icon button.

7. Click save icon to update the expense form. The button changes to read Please wait and closes the form when the save completes.

8. To close the form without saving updates, click cancel icon.

Editing a Costsheet

1. Click the Edit Costsheet button located above the expense details to open and edit an existing expense form.

Edit Costsheet

2. An editable Costsheet form will open after selecting the Edit Costsheet button.

edit costsheet

3. To modify existing information, re-select or re-enter the update. The Balance field recalculates when changes are made to the Amount column.

4. To add expenses to the form, click the  button at the line you want to add the expense. A new entry line is created.

5. Select and enter the information in the fields required to define the new expense.

6. To remove an expense from the form, click the  button.

7. Click  to update the expense form. The button changes to read Please wait and closes the form when the save completes.

8. To close the form without saving updates, click .

Saving a Costsheet

1. During the process of completing the Costsheet, you can save at any time by clicking the Save button at the bottom of the Costsheet.

Saving a Costsheet

Note: You can cancel anytime while creating a Costsheet.

Sending a Costsheet for Approval

1. From the Costsheet select and approver and click Send for Approval once you have completed all the required field in the Costsheet.

Note: If a submitted expense form requires change or additional information, the approver returns it to the owner. As the owner, you receive a Rework Costsheet task that includes a copy of the expense form and describes the rework required.

Approving an Expense Form

When the owner sends an expense form for approval, the approver(s) selected on the form receives a Review Costsheet task. The task includes a due date for completion.

1. Open the task from your dashboard (My Tasks widget) or from the Tasks

2. Review the expense form.

    • To only view the form, click the title (.PDF document) in the Documents Under Review The expense form opens in a new window.
    • To make changes, click Edit Costsheet on the Documents Under Review section title bar. The expense form opens in a new window. Click Save to retain updates to the expense form. Use Cancel to close without saving.

3. Make any updates to the task. For example:

    • Add comments or descriptions in the Task Details or Notes (Use the Task Details space when you need rich text options such as formatting text and inserting links and a variety of file types.)
    • Associate files to the task. The Attachments (Documents) section is a Windows Explorer-like tree view structure in which you can upload files from your desktop and share drives, and create folders.

4. To approve the expense form, click the [ICON]Approve Costsheet button located in the

Summary space of the task page.

ArkCase Workflow – Approve Expense Form

When the expense form is approved:

ArkCase workflow

Rejecting an Expense Form

As approver, you can request changes and additions to an expense form under review.

1. In the Rework Details section of the task, enter comments or instructions supporting your request for rework.

Note: This description is required when returning the form to the owner.

2. Click the Send for Rework button located in the Summary space of the task page.

ArkCase Workflow – Return Expense Form

When the form is returned:

ArkCase workflow

Note: When the owner resubmits the form, the approver receives a new task.