Adding and modifying an expense
You can add a new expense from the project detailed view by clicking on the button New expense under the Expenses section, in which case the expense is automatically linked to the project.
If you still wish to add an entirely new expense, go to Purchases > Expenses and click on the button + New in the list of expenses.
When adding a new expense, fill out all relevant data.
If the issuer/contact person is already in your database, a match will be displayed when you start typing. If there is no match found, a plus sign will be displayed to show that a new contact will be added to the database while saving the expense. However, we recommend clicking on the plus sign and filling in the contact card with all information needed. That way you'll already have the information in your database for future use.
Note! For the contact to appear in the suppliers' list, you first need to activate the option Use suppliers under settings. After that, tick the option Display in supplier list in the company modify view.
Enter the invoice No. from the service provider's check, bill, invoice, etc., due date, payment terms, currency and, if present, a reference number.
If you link the expense to a project, it will also be visible under the project view, and also enables you to get reporting on that project.
This expense is reimbursable to the author – tick this option if this expense needs to be repaid to the person initially paying for the expense items. In this case, you can add a payment manually to this document, after the expense is settled with them. If not ticked, the expense is automatically marked as paid.
This expense is chargeable to the client – tick this option, if you wish to also include the items on this expense to the sales invoice when billing the customer for the services you have provided for them. Read more on time-billing.
When adding products or services to the expense, the prices and units are displayed automatically, if you have entered them into the product database beforehand. The displayed price can be changed (depending on settings). When you add a new product/service to the expense line, it will also be saved to the product database, while saving the document.
Each product/service can have a description, or even two. To use two descriptions, activate the option Use secondary product/service description on lines under Settings > Sales and finance > General.
The default number of product lines displayed when adding a new expense can be modified under settings.
Lines can be added, deleted and dragged to rearrange in the document modify view as you please.
Tax rates on the expense can also be line-based. You can make changes to the tax rates under Sales and finance settings.
Attach a copy of the supplier's invoice or check to the expense document by clicking Add file in the expense detailed view (after initial saving).
To modify an existing expense, open the expense and click Modify. After marking the expense as paid, you can only modify the data that doesn't affect the final sum of the expense.
If needed, you can also delete an expense in the modify view.