Adding an Expense

To record an expense click Add in the Money, Expense menu and complete the relevant details in the top section of the form.

Once you have recorded the Date, Bank Account and payment details, click the green Add Item button

You can add multiple expense item lines to the same expense record to allocate each of them to different Account Categories for your Profit and Loss Report

If your organisation is registered for GST and you wish to track your GST payments you can highlight any item in the Expense Item box and click the Inc GST button below the Expense Item box. This will subtract the GST percentage from the item and show it as a separate line item on the expense.

Should you wish to create a new Category of expense click the green + sign next to the Category line.

The new Category will appear in your Profit and Loss Report unless the Active box is unchecked.

Be aware that if you do add multiple lines, it is only the total of the expense which will show up on your Bank Reconciliation not the individual expenses contained within the same record.

If you have paid separately for each item this may cause confusion when trying to reconcile your Bank Statement so if this is the case you should create separate Expenses for each item rather than including them all as separate lines on the same Expense record.

If you have recorded an ABN for your organisation, the system will allow you to show that a particular line item includes a component of GST. Simply highlight the line item and click either Plus GST or Inc. GST. A separate line item of GST will then be included on the invoice and will be tracked in the GST Account Category (or whichever alternative category you nominate in Settings/Organisation Setup/Money

When you save your Expense you will be asked if you wish to upload an image or other record of the invoice relating to the expense.

If your invoice has an extension of .jpg, .png, .pdf, .doc, or .xls you will be able to view it when highlighting the expense in the expenses list.

Expense invoice records are stored in a special folder Expense Attachments in your Documents/All Documents folder. From here you can view or download them once uploaded. The record of your upload will be attached to the Expense record in the Expense list.

You can view a list of all your expense items when you first click on Money/Expense. Should you wish to view previous financial years expenses simply click on the Date Range drop down and select the relevent financial year.

If there is a "Yes" in the Attachments column then it means the Expense has an invoice attached to it. You can click Attachment in the left page menu and view the attachment or replace it with another should you require.

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Adding an Expense

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