Raising an expense charge to a supplier

Chris Horroll
Chris Horroll
  • Updated

Expense charges can be raised on a property from a supplier record. 

An expense charge can be added either with or without a works order, and in either instance, the expense charge will be created as a charge against the selected property or tenancy, and be paid to the supplier when funds are available.  

Raising an expense charge to a supplier

  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. Click Actions
  4. Within the dropdown menu, click Charge
  5. Click Add Charge
  6. The Add Charge for window opens on the Charge tab 
    1. Charge Date - Set this accordingly for when the expense charge is due. By default, it's the current date. If the supplier has Payment Terms, this will be the date in which the payment terms begin
      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 - This is where you set the item the expense charge relates to. Click Expenses, then tick an option from the list 
    4. Description - Edit this so that it represents a description of the expense charge
    5. Net Amount - Enter the amount payable
    6. Charge To - Click to determine whether the expense charge is to be raised against the Property (appears on the landlord statement), Tenancy (appears as owing by the tenancy) or Tenant
    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 into Alto
    9. Works Order - Link the expense charge to an existing works order, if one already exists in Alto
      For more information on Adding a works order from a property, click here
      For more information on Adding a works order from a supplier, click here
  7. Click the Options tab
    1. You may want to add a Payment Reference and set whether to Produce and Send Documents automatically when the charge is raised. Once done, click the Charge tab to return
  8. Click OK

 Note

Upon clicking OK, if a duplicate Supplier Reference is entered, you'll be notified at the bottom of the window. You can also click the duplicate Invoice to view the linked .pdf if it's been attached, to verify that it was correct for that expense charge.

Raising an expense charge to a supplier duplicate invoice.gif

To proceed, ensure a unique Supplier Reference is entered.

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

  1. Tick Raise Now next to the expense charge you've created
  2. Click Raise Selected

Raising an expense charge to a supplier 2.png

A record of the expense 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.  It's also recorded from within the Timeline on the side menu

Related articles:

Raising an expense charge on a tenancy

Raising shared charges on a joint tenancy

Raising an expense charge on a property

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