Creating / Recording Expenses

Record and track expenses within your organization.
From the left menu, go to
Financials > Create Expense Record

• From the drop-down menu chose account you would like expense recorded to. A few accounts such as Bank Account, Paypal and Petty Cash have already been set-up for you, to set up more accounts, go to the Financial Administration page to add Accounts.
• Select the type of expense from the drop-down menu (Bill or Contract, Reimbursement, Salary/Wages, Other)
• Select date of expense. When you click on this bar a calendar will pop up for ease of entering date.
• If this is a Batch Record – check box and fill out end date and if this is Monthly or Weekly from pull down menu. Batch Records help if you are behind in entering expenses and therefore have more than one entry to make from same individual with the same amount each week or month. Check Batch Records and put in the beginning date that needs to still be entered and then ending date so each one can be entered at the same time, helping with more efficient processing. This is ONLY for those entries that are for the same amount and from the same person/company.
• If this is an expense to a person, such as a reimbursement, click on bar and start typing their name to find them quickly.
• If this is an expense to a Company, click on bar and start typing company name to find them quickly if you have already added them to your system, otherwise click on “Add Company” to the right of this bar to add them to your drop-down menu.
• Enter amount and select currency type from pull down (USD for United States currency, etc.)
• Select type of payment for expense from pull down menu (Cash, Check, Electronic Transfer, Paypal, Unknown)
• If expense was paid with a check, enter check number
• Enter any description, if desired.
• Select an Tax classification from the drop down menu to help you with tax forms.
• Select from the drop-down menu which fund to draw this money from. To add more “Funds” go to the Financials > Financial Admin page.
• Select from drop-down menu where you would like to go next (Enter Another Expense, Enter Another Similar Expense, Go to Person List, Go to Financial Admin)
• Click on “SAVE” to save to record this expense before exiting this page!