An expense can be added to a property from the property record, either with or without a work order. In either instance, the expense will be created as a charge against the selected property and be paid to the supplier when funds are available.
This article includes:
Adding an expense
- Click Property on the main toolbar
- Select the relevant property from Recent & Favourite Properties
- Alternatively, find the property using the Search Properties bar in the top right
- Click Actions
- In the dropdown menu, click Charge
- The Charges For window opens. Click Add Charge
- The Add Charge for window opens
- Charge Date - Leave this as today's date, or, edit 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 - Frequency - Leave this as Single, unless the invoice is a reoccurring charge
- Charge Item - Click Expenses, then tick an option from the list
- Description - Edit this so that it represents a description of the expense
- Net Amount - Enter the amount payable to the supplier
- Supplier - Search for and select the supplier to whom the expense is payable. The expense will appear on the landlord statement and be deducted from the income received
- Supplier Reference - Add the supplier's invoice number (if available)
- Link PDF - If a scanned copy of the invoice is available, click + to upload it into Alto
- Works Order - Link the expense 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
- Charge Date - Leave this as today's date, or, edit 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
- Click OK
Raising an 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:
- Tick Raise Now next to the charge you have created
- Click Raise Selected
Viewing an expense
A record of the expense appears on both the landlord and property Transactions on the side menu.
To view the expense on the property:
- Click Property on the main toolbar
- Select the relevant property from Recent & Favourite Properties
- Alternatively, find the property using the Search Properties bar in the top right
- Click Transactions on the side menu
- In the Include dropdown menu, click Ledger
- Click the relevant transaction to view it in more detail