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Expenses
The more you know, the further your business will go.



Record Expense

To add a new expense, click on the side menu Expenses and Record Expense.

Name – Enter expense name, this field can be filled for personal usage to easily recognize the expense, also if the expense is billable and you add expense name, the name can be also added to the invoice item along with a description when billing the expense.

Note – for personal usage,  if the expense is billable and you add a note, the note can be also added to the invoice item along with a description, when billing the expense.

Category – Select expense category.

Date – Add date when the expense is paid.

Amount – Expense total amount.

Customer – Select customer if this expense is tied to a customer (see below for currency notes)

Billable – After you select a customer (if applicable) the new checkbox will be shown Billable, you can check this option if the expense is paid/should be paid by the customer.

Project – After you select a customer and this customer has any projects, a new dropdown will be shown to select a project for this expense.

Currency – See below for currency notes.

Tax – you can add tax to this expense, currently supported 2 taxes.

Payment Mode – Select payment mode from where this expense is paid.

Reference # – Add reference number if applicable.

Repeat every (recurring expense) – if the expense is recurring, you can configure this expense to be recurring and to be re-created, based on the configuration you set while configuring the recurring options, the recurring expenses requires a properly configured cron job.

By default, the expense amount will be in your base currency. If you choose this expense to be billable, the currency will be changed according to the customer currency.

More info about currency

• When you record an expense to your company (not a customer) – base currency is used.

• When you record an expense to a customer and it’s not billable – base currency is used.

• When you record an expense to a customer and its billable – customer currency is used

• When you record expense linked to project – the project currency is used (either customer currency if configured or base currency)

Expense Reports

There are 3 types of reports for expenses.

1. Yearly report for all expenses, including categories.
1. To view full expense report navigate to Reports -> Expenses

2. Detailed Report.
1. To view a detailed report for expenses where TAX and TOTAL TAX are included with the ability to filter, navigate to Reports->Expenses and click on the Detailed Report button

3. Expense vs Income report.
1. To view Expense vs Income report, navigate to Reports -> Expense vs Income
2. The Expense vs Income report is show in your base currency. If you have payments in other currency the result wont be accurate 100%.
Creating Recurring Expense

Seting up a recurring expense is very easy. On the right side, Advanced Options, you can set when this expense is to repeat. Also a custom option to fit for your needs is allowed.



You need to have cron job setup for this feature
Billable Expense

You can create a billable expense to you customers. When adding new expense, select customer and a new checkbox will be shown. Check the checkbox billable and you will be able to convert this expense to invoice.

By default, the expense amount will be in your base currency. If you choose this expense to be billable, the currency will be changed according to the customer currency.

Note that if the customer currency is the system default, the currency will stay as what base currency is defined.



Converting Billable Expense to Invoice

You can convert an expense to an invoice, if the expense is billable. After you create the billable expense, you will be able to see the Convert to Invoice button or you can just convert it and save as Draft. Click, and the invoice with all the information will be created automatically.










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