Adding an expense to a supplier

You're able to add an expense to a property from a supplier record. An expense can be added either with or without a work order, and in either instance, the expense will be created as a charge against the selected property or tenancy, and be paid to the supplier when funds are available.  

This article includes: 

Add an expense

  1. Click Contacts on the main toolbar
  2. Select the relevant contact (supplier) from Recent & Favourite Contacts
    1.  Alternatively, find the contact (supplier) using the Search Contacts bar in the top right
  3. The supplier Overview will display. Click Actions
  4. Within the dropdown menu, click Charge
  5. Click Add Charge
  6. The Add Charge for window opens
    1. Charge Date - Leave as today's date or amend it if the charge shouldn't be deducted until a future date. If the contractor has Payment Terms, this will be the date which the payment term begins
      For more information on Supplier payment terms, click here
    2. Frequency - In the dropdown menu, click Single, unless, the invoice is a reoccurring charge 
    3. Charge Item - Click Expenses, then tick an option from the list 
    4. Description - Edit this so that it represents a description of the expense
    5. Net Amount - Enter the amount of the expense
    6. Charge to - In the dropdown menu, click either:
      1. Property - The expense will appear on the landlord statement
      2. Tenancy - The expense will appear as owing by the tenancy 
    7. Supplier Reference - Add the supplier's invoice number (if available)
    8. Link PDF - If a scanned copy of the invoice is available, click + to upload it from your computer or network
    9. Works Order - In the dropdown menu, you can link the expense to an existing works order, if one exists
  7. Click OK

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Raise expense

If you don't raise the charge immediately, it will raise automatically on the Charge Date. If you want to raise the expense immediately:  

  1. Tick Raise Now next to the charge you have created
  2. Click Raise Selected
  3. Click Raise Selected again

A record of the charge is made available to view on either the landlord or tenancy Transactions, on the side menu, depending on who you chose to Charge to in the steps above.  

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