Creating an Expense

1. Click “Finance” from the main menu.
2. Click “Expenses.”
3. Click the “Expense Voucher” button.
4. Fill in the expense voucher details as follows:

Amount:

• Enter the value or amount of the expense voucher.
• Select the currency from the dropdown next to the amount field.
• Note: If you switch to multiple accounts (see below), this field becomes read-only and is calculated automatically from the sum of the row amounts.

Category: Select a category from the dropdown, or add a new one directly from the same field.

Expense Number: A required field — a sequential number identifying the voucher. You can change it and control the sequence format from “Sequential Numbering Settings” in your account.

Date: A required field — select the date from the calendar.

Recurring: Enable this toggle if you want the voucher to repeat periodically, then set the “Frequency” (weekly, every 2 weeks, monthly, …) and an “End Date.”

Description: Enter any notes describing the voucher.

Attachments: Attach a receipt image or file by dragging and dropping, or by clicking to select from your device. Allowed formats: pdf, doc, docx, xls, xlsx, csv, jpg, png, gif, zip, jpeg.

Supplier:

• Select the supplier from the searchable dropdown (by name, email, or phone).
• This allows the supplier’s name and tax number to appear in the “Tax Report” next to this expense’s entry.
• Add a new supplier by clicking “New Supplier,” filling in the details (business name, email, address, phone, country, VAT number, C.R./Unified Number, …), then clicking “Save Supplier” — the new supplier is assigned automatically.

Journal Account: Redirect the debit side of the expense by selecting the desired account from the searchable dropdown (by name or code). If left as “Auto,” the system directs the expense to the “Other Expense” account by default. A “Multiple” button appears within this dropdown as an alternate way to switch into multi-account mode (see below).

Unit: Select the rental unit to allocate the expense to, if applicable.

Assign Cost Centers: This toggle only appears if cost centers already exist in your account. Enable it to link all or part of the expense to a cost center.

More Options: This panel is collapsed by default — click it to expand. It contains:

• Tax1: Select the tax type, then enter the amount it applies to.
• Vendor: Select a vendor associated with this expense, if applicable.

Splitting the Expense Across Multiple Accounts

Instead of one Journal Account, you can split the amount across several accounts:

1. Enable the “Multiple Accounts” toggle next to the Journal Account field (or click the “Multiple” button inside the Journal Account dropdown) — both open the same multi-account table.
2. The form switches to an “Accounts” table with columns: Journal Account, Description, Amount, Tax, Cost Center.
3. Fill in each row (Journal Account and Amount required per row), selecting a tax if applicable.
4. Click “Add” to add more rows.
5. A summary appears below the table (Subtotal, each tax, Total), and the main “Amount” field updates automatically to match.
6. Delete a row via the trash icon at its end.
7. Click “Single Account” above the table to switch back.

Note: While in multi-account mode, the single “Journal Account” field, “Tax1” section, and “Assign Cost Centers” toggle become disabled/hidden, since accounts, taxes, and cost centers are set per row instead.