Create a single line or a multi line expense
This guide is for entering expenses that are not related to purchase documents (that are normally used to purchase the products you sell).
- You can pay your expenses either to a vendor, a customer, a bank (for fees for example) or an employee (for example salaries).
Please note: if you do not select any account from your chart of accounts, the expense will just generate a vendor payment. In accounting you will see a posting: Bank / Accounts Payable
- if you select the expense type "Record of Expense (No Payee Tracking), you will be able to register directly expenses paid through any kind of bank.
Please note: if you do not select a bank during this process, no accounting entries will be generated until you do actually apply a bank account
- Select a payment method and your expenses will be marked accordingly when posted into the bank of your choice.
- Please note: create a "bank" also for your cash account.
- Should you wish to enter expenses that are not yet paid, do not link a bank, but leave them as "deferred debit" and your expense will show as unpaid. Using the field "due date" will help you to track your open payment due
- As soon as you select a bank account to pay off the expense, the field "due date" will change into the "debited on" and will allow you to specify the payment date.
Add an account to have the first line set and then use again "add expense" for the next line. VAT can be defined for each line.
If you need to link a project to your expenses: you can add expenses to multiple items or accounts in the same transactions wizard, but all expenses will show only in the first project linked. So, it is recommended to link the same project to all transactions made in one expense wizard.
in the bottom part of your expense, you will be able to attach receipts or other files needed in order to document the expense.
Drag and drop the file that needs to be attached or get it via browsing your computer folders or other sources.
About the size of an attachment, this should not exceed 10mb by file and the formats allowed are: PDF, XLS, DOC and images.
Pour more information about justifying expenses, please see this article: Justifying Expenses