Creating and editing an Expense

What you’ll do

You will register a new Expense, link it to a supplier and the necessary records, and—if required—break down the amount into separate line items.

Before you begin

You need permission to create or edit the Expenses module. Have the supplier document, date, amount, currency, and cost allocation information ready.

Steps

1. In the Expenses list, click New record. Enter a clear title and select the category, assignees, and status. Specify the supplier, their invoice number, the preliminary Expenses date, and the Payment deadline, method, and status. Check the amount, currency, and VAT rate.
2. In the Contact field, select the CRM Contact associated with the Expense. The project and object help allocate costs to a specific job or location. In the Invoice and Proforma Invoice fields, you can link financial documents. Provide a detailed explanation in the description and a brief internal tag in the Additional information section. 3. When a single total amount is insufficient, click Detail Expenses. Enter the line code, name, description, warehouse, quantity, unit, price, and VAT. Confirm the line and verify the subtotal, discount, and final amount.
3. When editing an existing record, double-check the date, supplier document number, currency, links, and amounts. When finished, click Save.

What happens after saving

Saving creates an Expense card containing the supplier, amount, dates, links, and—if used—detailed lines. Subsequent actions depend on the selected status and approval workflow.

Troubleshooting

If a field or action is not visible, check the Expenses module's permissions, as well as the selected organization, category, and status. If amounts do not match, verify the detailed lines, VAT, and the currency.

Related articles

• Expenses list, categories, filters, and templates
• Expenses card, statuses, and actions