The Auto Expenses function automatically adds or modifies expense records in the general ledger. These expenses are also included in profit/loss comparisons. This process calculates expenses based on values and settings from Course Sections and Auto Expenses Administration Expense records. This guide provides step-by-step instructions on setting up, configuring, and running the Auto Expenses function efficiently.
Navigation:
Tools → System Functions → Auto Expenses
Applies To: Enterprise | Plus | Basic
Overview of Auto Expenses
The Auto Expenses process follows these key steps:
- Determine the Calculation Periods – Either session-based or specific date ranges.
- Set Values in Course Sections – These account for Section-Level expenses.
- Set Values in Auto Expenses Records – These account for Admin-Level expenses.
- Run the Recalculation Utility – Performs automated calculations and updates records.
Key Considerations:
- Only expenses tagged as Auto Expense = Yes are modified; manually entered expenses (Auto Expense = No) remain unchanged.
- Revenue records are not affected by this process.
- Payroll Adjustments – If a course instructor is changed after running Auto Expenses, the next run sets all non-matching payroll Auto Expense records to zero hours.
Setting Up Auto Expenses
Follow these steps carefully when configuring Auto Expenses for the first time.
Step 1: Assign User Permissions
- Navigate to Admin Menu → User Permissions.
- Assign access to the Auto Expenses function based on necessity.
- Ensure all assigned users are aware of calculation periods to prevent inconsistencies.
- Important: Never run the Recalculation utility simultaneously with another user.
Step 2: Determine the Calculation Periods
- Choose a date range for calculating expenses.
- This selection has a major impact on Admin-Level expenses but less effect on Section-Level expenses.
- Once set, do not change the date ranges to maintain consistency.
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Select dates that match common reporting periods, such as:
- Session start and end dates
- Calendar quarters or annual dates
- Ensure all course section start dates fall within the selected range.
Configuring Auto Expenses
1. Section-Level Expenses
There are three types of Auto Expenses at the Course Section Level:
- Payroll Expenses
- Benefit Expenses
- Other Expenses
Payroll Expenses
Payroll expenses are set on the Schedule tab in Course Section Edit Mode. They can be calculated using one of five methods:
| Pay Method |
Calculation Formula |
|---|---|
| By Hour |
Hours * Rate per Hour |
| By Course |
Flat Rate |
| By Class |
Number of Classes * Rate per Class |
| By Revenue |
(Total Revenue – Total Refunds) * Rate |
| By Student |
Number of Students * Rate per Student |
Optional: Assign a Payroll Account Code for tracking.
Benefit Expenses
Benefit expenses are set on the Schedule tab and calculated in two ways:
| Benefit Method |
Calculation Formula |
|---|---|
| Flat Rate |
Benefit Rate |
| Percentage |
Payroll Expense * Benefit Rate |
Optional: Assign a Benefit Account Code for tracking.
Other Expenses
Other expenses (e.g., materials, supplies) are set on the Other tab and calculated using:
| Other Expense Method |
Calculation Formula |
|---|---|
| Flat Rate |
Expense Rate |
| Percentage |
Total Revenue * Expense Rate |
| By Student |
Number of Students * Rate per Student |
Optional: Assign an Expense Account Code for tracking.
2. Admin-Level Expenses
Admin-Level expenses can be auto-calculated based on:
- Category → Linked via Course Table (AdminCatgExp)
- Department → Linked via Department Field (AdminDeptExp)
- Location → Linked via Location Field (AdminLocExp)
- Program Group → Linked via Program Group (AdminPGExp)
- Session → Linked via Session Field (AdminSessionExp)
Three calculation methods apply:
| Method |
Description |
Example |
|---|---|---|
| Distribution |
A total amount is divided across all sections. |
$10,000 / 250 sections = $40 per section |
| Flat Rate |
A fixed expense per section. |
$25 per section |
| Percentage |
A percentage of total revenue. |
5% of revenue per section |
To Set Up an Admin Expense:
- Go to Tools → System Functions → Auto Expenses.
- Click New.
- Select the table type (Category, Department, etc.).
- Enter the amount or rate for the calculation.
- Choose a Calculation Method (Distribution, Flat Rate, or Percentage).
- Enter an optional Expense Account Code.
- Set a Start and End Date that matches earlier selections.
- Click Save.
- Repeat for additional Admin Expenses.
Running the Auto Expenses Recalculation
The Recalculation Utility updates Auto Expenses records and can be run anytime. Only one user should run this process at a time.
Steps to Recalculate Auto Expenses:
- Go to Admin Menu → System Tools → Auto Expenses.
- Click Recalculation on the blue toolbar.
-
Select either:
- Session → Uses pre-set session dates.
- Start/End Dates → Custom date range. (Session selection overrides date range settings.)
-
Choose additional options:
-
Record Payroll As:
- Per Date → Creates a record for each course day.
- One Total → Creates a single total record.
- Include Prep Hours: Adds prep time to payroll if set in Course Section.
-
Delete Cancelled:
- Yes → Removes Auto Expense records for canceled courses.
- No → Keeps Auto Expense records for canceled courses.
-
Record Payroll As:
- Click Submit.
- Review settings, then click Recalc.
- Wait for process completion.
- A confirmation prompt will appear once finished.
Key Notes & Troubleshooting
- Manually entered expenses (Auto Expense = No) are never modified but still included in reporting.
- Changing calculation periods after initial setup may cause inconsistencies
- Payroll expenses are automatically adjusted if an instructor is replaced.
- Revenue records are never added, deleted, or modified by this process.
Conclusion
The Auto Expenses function streamlines expense tracking by automating calculations at both Section-Level and Admin-Level. Proper setup and consistent calculation periods ensure accurate financial reporting. For further assistance, refer to related articles or contact support.