If you select the Form view, you will enter the detailed Expense information. In the main tab ‘Expense’, you will see all the most important information.
Adding to stock
This action should be carried out last and pressing the button. When the expense cart is filled out and when the fields in the section ‘Status’ are properly checked, press this button.
During adding to stock, only one step can be done:
- Add Items to Stock + Lock Expense.
After Expense is locked, next to the Expenses status icon, a lock will appear, which will identify that Expense is locked.
For safety reasons, locked Expense can not be corrected or deleted. If you want to correct the locked Expense, press the lock icon and, and if the user has the rights, Expense will be unlocked, and Expense Line Items positions will be removed from Stock. After correction and finishing Expense and want to add back Items to Stock, press the button ‘Add to stock’ again.
NOTE. If FIFO is activated and if even one product from this Expense is sold, then Expense will remain locked permanently.
Expense’s additional information block
This block contains the following sections:
- Status – is the main information in the Expense account.
- Payments. Here all Expense-related payments are stored. Also, the field shows the outstanding balance if the invoice has not been fully paid. The field ‘Balance’ can also be seen in the list view.
Cart
Intended to enter positions of purchased items and services. Positions can be added in three ways by pressing a different button marked with ‘+’:
- Button “+” – one empty position will be added. By clicking a line on the Product location, a list of Products, which can be added to positions, will appear. By selecting Product in Expense position, Product’s unit of measurement will automatically be added to amount and Product price in the Products module.
- Button “+Search” – Product selection window will appear, where, with the help of checks, you will be able to select the desired Products. All Products in the list ‘Selected’ will be added to Expense positions. By selecting Product in Expenses positions, Products’ unit of measurement will automatically be added to amount and Product price in the Products module.
NOTE. Both above Product adding versions, provided that Client is assigned price name, positions will use Client-assigned prices. It is especially convenient when Client is provided with special prices.
- Button “Products Group” – the new window will appear, where you can find the list of groups of Products:
Here, by clicking arrow next to the name of the group, all Products in the group will be added. By selecting group of Products in Expense positions, Product’s unit of measurement will automatically be added to amount and Product price in the groups of Products. In groups of Products, you can define different amounts and prices for the group. It is especially convenient when generating standard sets of Products or sets of Products with discounts.
Changing the Currency or Currency rate
Currency should be set up in the begining after expense has been created. If you change the currency or currency rate after Products has been added to the Cart, the Application will recalculate all Cart line items using the new currency rate. When recalculation is made the App takes main product’s price which is set in the Products module and multiplies it using new currency rate. After all, all prices in the Cart will be changed and amount of Total will be different as well.
Other Expense-related application items
Expense can be related to the following:
- Cart – list of Items you want to store in Stock. Services are not store to Stock. If there is no need to store Items, then leave this section empty.
- Projects – list of Projects, which are assigned this Expense. By pressing the arrow, you will be redirected to the tab of the selected project. By pressing the button “Add Project”, the window will appear, where you will be able to select the Project. If you choose more than one project, all projects in the list ‘Selected’ will be added. After marking the Project and pressing the button “Delete”, the relationship with the Project will be deleted. Neither Expense, nor Project will be deleted.
- Leads – list of Leads, which are assigned this Expense. By pressing the arrow, you will be redirected to the tab of the selected Lead. By pressing the button “Add Lead” the new window will appear, where you will be able to select Lead. If you choose more than one lead, all leads in the list ‘Selected’ will be added. After marking the Lead and pressing the button “Delete”, the relationship with the Lead will be deleted. Neither Expense, nor Lead will be deleted.
- Incomes – list of Incomes assigned to specific Expense. This section is convenient when you simultaneously purchase and sell; in this case, you can instantly see Incomes, to which this Expense is added. By pressing the arrow, you will be redirected to the selected Income’s tab. Here, in the section ‘Expenses’, you will be able to see Income’s return.
- Documents – list of Documents related to specific Expense. If the documents are related correctly, this list should provide all Expense-related documents. By pressing the arrow, you will be redirected to the tab of the selected Document. After marking the Document and pressing the button “Delete”, the relationship with the Document will be deleted. Neither Expense, nor Document will be deleted. In the option above the list , you can filter Documents by their categories (for example, you can see only contracts or purchase orders) Document categories can be defined in ‘Settings’ > ‘Categories’.
