Getting to UBAH Expense Manager:

1. Click Tools and then Expense Manager from the main menu at the top of your OrderPro Online screen or the Expense Manager button from the left navigation bar.
2. If you see a message that you are being re-directed to a connection that is not secure answer “Yes”.

Expense Manager Menu Overview:

• Categories - opens the Expense Categories page where you can create subsets for you expense transactions.
• New Transaction - creates a blank expense transaction row at the bottom of the grid.
• Reset Values - this will undo any modifications made to the grid and revert back to the last saved copy of the data.
• Print - opens a print pop up window where you can print various reports.  Expense reports do not require you to select records since all report selection is based on dates.
• Delete - removes all rows that have a check mark beside them in the Select column of the grid.  PLEASE NOTE: rows are permanently deleted and may not be recovered.
• Select All - places a check mark in the Select column for all rows in the grid.
• Deselect All - removes all check marks from all rows in the grid.
• Move Transactions - allows you to move selected expense transactions between expense categories.

Adding/Editing Expense Transactions:

1. To add a new item, click either the New Transaction menu option at the top of the screen or click the Expense Transaction button at the bottom of the grid. A blank row will be added to the bottom of the grid.
2. Double click the row selection column (the column just to the left of the Select column) to pop up the Add/Edit Expense Transaction window.

   

3. Enter/edit the date, category, amount and notes. For a listing of category types please click here: Predefined Expense Categories.
4. Click OK to apply the changes or click Cancel to dismiss the window.  Clicking OK automatically saves the data to the database.
5. A pop up window will appear confirming that your data has been successfully saved.

   

Printing Expense Transactions:

1. Since expense report data is selected based on dates you do not need to place a check mark in the Select column as in the other modules.

   

2. Once the Print button has been clicked, you should see the Print Expense Data pop up window.  Select from one of the following reports:
   1. Category Summary – groups all transactions by category providing dates, amounts, order details, notes and sums for each category type.
   2. Expense Summary – displays a monthly sum by expense category for a specified date range.
   3. Income Statement – shows income versus expenses and a net amount for each month.
   4. Income Summary – displays a monthly sum by income category for a specified date range.
   5. CSV File – This report contains all expense transactions for the specified date range. Data is placed into a file that can be imported into other programs.
3. Report data is selected based on a beginning and ending date.
4. The Hide Report Navigation Menu check box will turn on/off the ability to have a page by page display of the data.
5. After all report options have been made, click the Submit button to generate your report.

   

Moving Expense Transactions:

1. In order to move expense transactions between categories, you must place a check mark in the Select column for expense transactions you wish to move. If you have not selected any rows and click the Move Items button from the toolbar you will be prompted with a message.

   

2. Once transactions have been selected and the Move Transactions button has been clicked, you should see the Move Expense Transactions pop up window.
3. Select the category you would like to reassign the transactions to from the category drop down box.
4. Click Update to reassign the transactions or cancel to abort and close the window.

Other Expense Manager Options:

1. Transaction data may be deleted by placing a check mark in the Select column of the desired row(s).  Clicking the Delete button from the toolbar menu will then delete all selected rows.  Individual records may also be deleted by clicking in the row selection column just to the left of the Select column.  Once the row has been selected click either the toolbar Delete button or simply press the Delete key on your keyboard.  PLEASE NOTE: rows are permanently deleted and may not be recovered.
2. Expense transactions may be sorted by any of the grid columns.  Select the column name you wish to sort by and the grid will refresh sorted on that column.
3. To switch between different expense years, click on the drop down box and select the year you wish to view.
4. You can use the Select All or Deselect All menu options to quickly select or deselect the expense transactions.