Comprehensive Expenses Guide
Through the system, you can add expenses to document outgoing financial transactions, which is essential for controlling the reports and financial statements related to your business.
Expenses Categories
Create an Expense
Click on “Expenses” under “Finance” in the main menu, then click on the “Expense” button to create a new expense.
Enter the expense details as follows:
Amount: Enter the value or amount of the expense and select the currency of the expense to be recorded.
Description: Enter any notes or additional guidance that describe the expense.
Attachments: You can attach an image of the receipt by clicking on the “Upload” button and selecting the image from your device, or by dragging and dropping it.
Code Number: This is a serial number that distinguishes the expense. You can change the number and control the format of the serial from the “Auto Numbering Settings” in the account.
Date: Select the date of adding the expense to the system from the calendar.
Vendor: Enter the name of the vendor from whom you made the purchase and for whom the expense is issued.
Category: Select one of the categories from the dropdown menu or add a new expense category as explained in this guide.
Treasury/Bank Account: Select the treasury or bank account from which the payment will be made. This can be chosen from the treasury or bank accounts added to the account. For more details on how to add a new treasury/bank account, you can refer to the “Add Treasury/Bank Account” guide.
Supplier: Choose the supplier associated with the expense being added. You can add a new supplier from the expense page by clicking on the “+ New” button.
This option allows the supplier’s name and tax number to appear in the “Tax Report” in front of the movement associated with this expense.
Subaccount: The debit side of the expense can be redirected by selecting the desired account from the dropdown list.
The “Supplier” field differs from the “Vendor” field in its association with the supplier database available in your system. You can use it in cases where you are recording an expense for a registered supplier in your system and you have frequent transactions with them.
As for the “Vendor,” you can write the name of the person you purchased from without the need for them to be in the supplier database. This field is often associated with incidental and non-directly-related expenses that do not involve regular suppliers.
If a subaccount is not selected, the system will direct the expense to the “Other Expenses” account.
You can add more than one account within the expense by activating the multiple expense feature, which we will explain later in this guide.
Click on “Add Taxes” to specify the types of taxes to be calculated on the expense and their values.
Activate “Assign Cost Centers” to link all or part of the expense value with a cost center in the account.
Click the “Save” button to issue the expense.
Recurring Expense
To disable the recurrence of the expense, go to the expenses menu, click on the desired expense, then click on the “Recurring” tab, and finally press the “Deactivate” button.
” icon on the expenses page or by navigating to the expense reports section from the main menu.
