Adding an expense to a property

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
• Raising an expense
• Viewing an expense

Adding an expense

1. Click Property on the main toolbar
2. Select the relevant property from Recent & Favourite Properties
   1. Alternatively, find the property using the Search Properties bar in the top right
3. Click Actions
4. In the dropdown menu, click Charge
5. The Charges For window opens. Click Add Charge
6. The Add Charge for window opens
   1. 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
   2. Frequency - Leave this as 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 payable to the supplier 
   6. 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
   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 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 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:  

1. Tick Raise Now next to the charge you have created
2. 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:

1. Click Property on the main toolbar
2. Select the relevant property from Recent & Favourite Properties
   1. Alternatively, find the property using the Search Properties bar in the top right
3. Click Transactions on the side menu
4. In the Include dropdown menu, click Ledger
5. Click the relevant transaction to view it in more detail