Raising an expense charge on a property

Expense charges can be raised on a property from a property 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 on a property

1. Click Properties 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. Within the dropdown menu, click Charge
5. Click Add Charge
6. The Add Charge for window opens
   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. The VAT Amount calculates automatically. Check the Total Charge is correct
   7. In the Collect from Account dropdown menu, click the relevant account to make the deduction from
   8. Supplier - Search for and select the supplier to whom the expense charge is payable. The expense charge will appear on the landlord statement and be deducted from the income received
   9. Supplier invoice reference - Add the supplier's invoice number (if available)
   10. Link PDF - If a scanned copy of the invoice is available, click + to upload it into Alto
   11. 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 OK

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

A record of the expense charge is made available to view on either the landlord or property Transactions, on the side menu.  It's also recorded from within the Timeline on the side menu.

Related articles:

Removing a property expense charge

Raising an expense charge to a supplier

Raising an expense charge on a tenancy

Raising shared charges on a joint tenancy