Feature Highlight: Trip Expense Manager
Expense Manager Overview
The Expense Manager feature allows users to efficiently manage and track both trip-related and non-trip-related expenses. This tool provides various filtering options, including by date, crew member, vendor, amount, and payment method. Additionally, users can reconcile expenses, view related images, and generate detailed reports.
**NOTE** User customization for non-trip expense types (expense code) will be available in Phase II. Currently, only generic types are provided. If you need to update these types, please contact BARTSupport@portside.co.
Enabling Expense Manager for Crew
To grant crew members access to enter non-trip expenses via CoPilot, you must enable the feature in their role settings:
Navigate to: Gear > All Settings > All Flight Portal Roles
Select the desired role.
Go to the General tab.
Locate the Other section.
Enable Non-Flight Expenses.
To grant crew members access to enter non-trip expenses via CoPilot, you must enable the feature in their role settings:
Navigate to: Gear > All Settings > All Flight Portal Roles
Select the desired role.
Go to the General tab.
Locate the Other section.
Enable Non-Flight Expenses.
CoPilot Overview
Accessing Non-Trip Expenses:
Navigate to: Menu > Actuals > Non-Trip Expenses
Features for CoPilot Users:
Search and Edit Expenses: Users can search for and edit expenses associated with their own CREW ID. Editing or searching for expenses related to other crews is not permitted.
Add New Non-Trip Expenses: Users can add new non-trip expenses, including related images. Each entry is automatically time and date-stamped for tracking purposes.
**User customization for non-trip expense types (expense code) will be available in Phase II.**
Currently, only generic types are provided. If you need to update these types, please contact BARTSupport@portside.co.
Web Overview
Accessing Trip Expense Manager:
Navigate to: Flight Logs tab > Costs > Trip Expense Manager
Features Available in Web:
Search Expenses: Users can search for all expenses (both flight and non-flight) using the available criteria.
Any related images can also be viewed.
Reconcile Expenses: Mark expenses as reconciled by selecting the "Reconciled" checkbox.
This checkbox is used to verify that the expense has been reconciled against the image, bill/invoice, or your accounting system.
Note that this checkbox is only visible on the CoPilot screen and in the printed report.
Print Reports: Users can generate and print reports that include expense details and related images.
Navigate to: Flight Logs tab > Costs > Trip Expense Manager
Search Expenses: Users can search for all expenses (both flight and non-flight) using the available criteria. Any related images can also be viewed.
Reconcile Expenses: Mark expenses as reconciled by selecting the "Reconciled" checkbox. This checkbox is used to verify that the expense has been reconciled against the image, bill/invoice, or your accounting system. Note that this checkbox is only visible on the CoPilot screen and in the printed report.
Print Reports: Users can generate and print reports that include expense details and related images.
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