Upload Other expenses in Batches

Log the payment transactions related to miscellaneous expenses incurred for different projects as batches. This includes any salaries for temporary workers, rents for temporary accommodation, and other ad-hoc expenses. You can enter the amount every time you make a payment, with details like the task, the expense category, purpose, etc., The amount paid at each instance is deducted from the estimated miscellaneous cost allocated for that task in the project so that you can see the amount remaining at each stage.

Tip: You can also record payments made for miscellaneous expenses for tasks and deliverables in a specific project from the individual project management console. See Miscellaneous expenses for more details.

To upload miscellaneous costs

• Login to your Linarc account.

The 'All Projects' screen opens by default.

• Click 'Cost Import' on the left.

• Click on the top right.
• Choose 'Other' as the cost type from the drop-down menu.

Step 1 - Create other cost data file

• Click 'Download' at the bottom right to obtain a blank Excel file containing the required field headers.

Requirements of the Cost data file

• The Excel file can contain a list of miscellaneous payment records for different tasks in multiple projects paid at an instance.
• Each line in the file should contain one entry.
• Enter the values for the tasks under the following column headers. Enter the monetary values in US dollars.
  • Job ID - A unique alpha-numeric identifier for the project. 
  • Task code -  The cost code of the task item for which the payment was made.
  • Description - The details of the payment made.
  • Vendor - The supplier, seller, or vendor to whom the payment was made. 
  • Other Type - The category of payment like salaries for temporary workers, rent, and other ad-hoc expenses.
  • Invoice date - The date on which the payment was made (mm/dd/yy).
  • Cost - The amount of money paid to the vendor in that instance.
• Save the Excel file with an appropriate name.

Step 2 - Upload the cost data file

• Open the 'Other Cost Import' screen as explained above.
• Browse and upload or drag and drop the file.

Your entries are validated and added to the draft list if there are no errors in them. Linarc identifies the task name with its WBS code for the given task code and job id.

• Review the cost data draft.
  • Click on the entries to edit them.
  • Click the  icon to delete entries.
• Click the 'submit' to upload the cost data.

You can also enter the amount every time you make a miscellaneous payment, with details like the task, the expense category, purpose, etc., for a specific project. Linarc decreases the amount paid every time from the total budget for other expenses for the task and shows the remaining amount per your estimate. See Miscellaneous expenses for more guidance.