Manage expenses and income

Each expense or income brings together what you expect to spend or receive, the estimation; the budgets you request or give; and what is actually paid or collected, the executions: invoices, salaries or other payments. That way you always see the difference between what you planned and what happened. How to add invoices is explained in Register invoices.

Create an expense or income

Go to Finance › Expenses or Revenue and click Add. If it belongs to a project, you can also create it from the project’s Expenses or Revenue tabs, and the project is filled in on the estimation.
Enter the title, for example “Music stand hire”.
In Estimation, click Add estimation and enter the Estimation date, the Tax base and the Taxes and withholdings. The totals are calculated automatically.
In the estimation’s Allocations, choose the project, the Ledger account and the analytic levels. Without a project, it’s allocated to the institution’s overheads. To split it across several projects or accounts, add another allocation and share out the percentage until it adds up to 100%.
If you have budgets, in Budgets click Add budget and fill in the supplier or client, the Budget no., the date, the taxable base and the taxes. You can attach the budget document.
In Responsibles, you’re the Expense reporter, and it can’t be left empty. If someone else is in charge, choose them in Expense manager. Both accept anyone with an active contract at your institution.
If you need to, drop documents onto Files, as PDF or as JPG or PNG images, and write notes in Notes. Notes can’t be edited: to change one, delete it and write another.
Click Save.

You go back to the list. If you decide not to create it, click the red bin Discard in the action bar. When you open it again, Summary compares the estimation with what has been executed, and Analytic codes shows each allocation’s code so you can copy it.

View expenses and income

Views: Simple view shows each expense with its estimation, what has been executed and the difference. Analytical view adds the ledger account and the analytic levels. Execution view shows one row per invoice, with its supplier or client, amounts, status and due date.
Totals: at the top, Estimation, Execution, Difference and Overdue add up everything that matches the filters, not just the page. In the filters you choose whether amounts are the Total, the Tax base or the Total with withholdings.
Only part of them: Estimations shows those with an estimation and Executions, those that already have an invoice.
Search and filter: type the concept, project or supplier in the search box. With Show/hide filters you filter by project, dates, amount, ledger account, analytic levels, status, payment method, taxes or by Expense booked. In Filter by date of: you choose which date counts: the estimation, the due date, the payment… To remove them, Clear filters.
For a project: in the project, the Expenses and Revenue tabs show only its own, from all dates, and Balance shows its balance, as explained in View the financial balance.

Export to Excel

Click Download and choose:

Expense list or Income list: the estimation and what has been executed for each one.
Excel invoice book or Excel issued invoice book: one row per invoice.

If you’ve selected rows, only those are exported; if not, everything that matches the filters and the search.

When you open a saved expense or income, the action bar, at the top right, has:

Download documents: downloads the documents it has saved, in a ZIP file.
Copy link: copies its address so you can send it to someone on the team.
Duplicate: opens a new one with a copy of its estimation, allocations and people in charge, dated today and without executions, budgets, documents or notes. It’s also in the ⋮ menu on its row in the list. Change what you need and click Save.

If you have unsaved changes, downloading and duplicating are disabled until you save. The Close cross takes you back to the list.

Delete an expense or income

In the ⋮ menu on its row, choose Delete and confirm. You have a few seconds to undo it. Inside the expense or income, click More actions (⋮) › Delete and confirm. For several, select them and use Actions › Delete selected: it tells you how many budgets and invoices are deleted with them.

If it doesn’t work

Add is disabled. Select a contract to add an expense appears: you have contracts from several institutions selected at the top. Choose one in Contract.
You don’t see an expense that exists. The list starts on 1 September of the current season and remembers your filters from last time: widen the dates or click Clear filters. If it still doesn’t appear, your access role may only let you see the expenses you report or are responsible for.
An expense disappears from your list when you save it. If your role only lets you see the expenses you report or are responsible for and you’ve made someone else the reporter, you no longer see it. Ask someone who can see it to add you as the person responsible.
A ledger account, analytic level or tax doesn’t appear. It has to be created in your institution’s settings, and analytic levels have to be active. The second analytic level depends on the first one you choose. See Set up accounting.
The supplier or client doesn’t appear. Type their name and choose to add them, or create them first in contacts, as explained in Manage clients and suppliers.
The allocation percentage shows in red. They don’t add up to 100%: adjust them before saving.
You don’t see Finance in the menu. Your access role doesn’t include it. Talk to the person who manages your institution.

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