New Expense or Bill

Expenses and Bills use the same data entry screen. A Bill is also referred to in the system as a Pending expense, i.e. an expense that is yet to be paid. Once the Bill is paid it is converted to an Expense and the money is considered to be receipted.

How to add a New Expense or Bill

From the Main Menu, Click Expenses, then New Expense or Bill.
This opens the Expenses window.
Select the Supplier from the button to the right of the Pay To box.
Note: You can add a new Supplier from here by clicking the button. See Suppliers for information on setting up new suppliers.
The Payment Date will default to today's date, but you can alter the date if necessary.
Select the Expense Type from the button to the right of the Expense Type box.
Note: You can add a new Expense Type from here by clicking the button. See Income & Expenditure Accounts for information on setting up new Expense Types.
Enter the Amount (Inc Tax). The Ex Tax amount will be calculated automatically.
Alter the tax code from the Tax drop-down if required.
If the expense is Operational and partially for private use then select the Private Use Component check box. Enter the $ amount or the percentage for private use.
Example: The expense is a phone bill and you work from a home office where 70% of the calls were business related.
Select the Payment Method.
Select the Account you wish to withdraw the money from.
Note: You can add a new Account from here by clicking the button. See Bank Accounts for information on setting up new accounts.
Enter a Reference number or cheque number if applicable.
Add a note in the Memo box for a detailed explanation on what the expense if for, particularly if the expense is something out of the ordinary that you want to bring to your accountants attention.
If the Expense has NOT been Paid yet
Click the drop-down arrow in the top right corner of the Expenses window to convert the Expense Paid to Pending Expense (or Bill). The window background will change to an orange colour.
Click Save & Close when completed.