Expense registry

Draft of a new article (release 20.4).

The expense registry collects all project expenses in one table: regular expenses, staff, vehicles, sublease and project management. It is the place to keep track of supplier invoices: which have been issued, which are paid and which are overdue.

Open it from «Analytics» → «Expense registry». The section is available to employees whose access template allows «Expense registry» on the «Analytics» tab. Only projects available to the employee, within their display period, get into the table.

[[IMG: expense registry, general view]]

Columns

By default you see: project number and name, expense type, comment on expense, recipient, payer, planned and actual amount, balance, files, invoice status, invoice issue date, invoice due date, «Overdue», invoice amount, payment details, invoice file and invoice number. You can also show the project start and end dates, the client and the venue.

The gear icon above the table opens the table settings, where you can hide and rename columns.

The actual amount and all invoice fields can be edited right in the table. A value is saved when you leave the field and goes straight into the project.

Invoice statuses

Each expense can have a supplier invoice. The invoice status is shown as a coloured label and can be changed right in the cell:

• No invoice — light grey, there is no invoice yet;

• Expected — grey, the invoice is expected from the supplier (the default for a new invoice);

• Issued — blue;

• Partially paid — yellow;

• Paid — green.

Clearing the status does not delete the invoice: its number, dates, amount and payment details stay.

Overdue invoices

An invoice is overdue when its due date has passed and its status is still «Issued» or «Partially paid». Then the «Overdue» column says «Yes» and the whole row is highlighted in red. An invoice without a due date is never overdue.

The system checks for overdue invoices every hour and immediately when an invoice is saved. The date is taken in the company time zone from global settings.

Please note. In version 20.4 the field «Invoice payment date» was renamed to «Invoice due date». It is the date by which the invoice must be paid, not the date of the actual payment.

[[IMG: row with an overdue invoice and the «Overdue» filter]]

Filters and search

Columns have filters. To see what you owe suppliers, filter «Overdue» by «Yes». In the «Invoice status» filter, «No invoice» shows both expenses without an invoice and invoices with an empty status. The search looks through project number and name, client, venue, payer, recipient and invoice number.

Files

In the «Files» and «Invoice file» columns you can upload documents to an expense: click the icon, drag a file or choose it, and add a comment. Files up to 100 MB. Documents go to Storage, into the project folder «Finance».

Link with the project

The registry shows the same data as the «Finance» tab of a project. In the expense, staff, vehicle, sublease and project management blocks, each row has a coloured dot with the invoice status and file icons, and an overdue row is highlighted in red as well. Hover over the dot to see the status, invoice number, date and due date. Invoice fields are set in the row editing window, in the «Invoice» block. See also «Incoming/Outgoing».