The Expense Modules

The expense section will record the purchases and expenses made by your company. Advertising expenses, professional fees, office supplies, travel expenses, communications and entertainment expenses are only a few examples. At any time, you can change or edit an expense that has already been entered. It is important to note that if your tax report has been closed for the month (or quarter) and you change one expense included in this report, your report will not balance and you will need to send an amendment to the government. It is suggested not to change the expenses that have already been recorded.

Before you can enter your spending in this section, it is important to have created SUPPLIERS from whom you purchase your goods (for example, Staples, Videotron, Yellow Pages, etc..) And PRODUCTS (ie the purchases you make, like business telephone line, office supplies, printing promotional materials, professional fees, etc.).. See “Suppliers” and “Products” for more details.

When you click on the “Expenses” tab, the following window will appear:

• EXPENSE #: A unique identification number for each expense will be created automatically, you cannot change it.

• REFERENCE: If a reference number is associated with the invoice, you can enter it in the “Reference” section. This field is not mandatory.

• DATE: Enter the date associated with the cost entered.

• EMPLOYEE: Select your name from the list of employees responsible for the expense entry in the software. If your name does not exist, ask the help of an administrator or if you are an administrator, see the “Configuration” and “Employees” sections for instructions on how to add a name in the list. It is ESSENTIAL to select an employee from the list, otherwise you cannot save your expense.

• PROVIDER: Select one of your suppliers in the list. If the supplier is new and is not likely to be used again, you can enter it under “Other Suppliers” and write his name or a short description. If the provider does not exist but you want to enter it to your list of regular suppliers, go to the tab Suppliers “and add it to the list (see the help section” Suppliers“ for details.)

• EXPENSES: To add a purchased product, press the ”+“ button at the bottom of the window, or double-click the first line of the table. Start typing the product’s name or identification number, and a list of suggestions will appear (based on the products that you previously created). You only have to select the desired item. If the desired product does not exist, you will see the line in bold. This indicates that the product does not exist, and you must go to the “Products” section to create it before continuing.

Once the product is registered, its description and account number will automatically enroll. The amount will automatically go to 1, but you can change it manually by double-clicking on one already registered. If this has already been taken in the past, the last price paid will also automatically appear in the “unit cost” column. If the price has changed since the last time you bought it, double-click on the price and change it.

You have two options to enter the unit cost: OPTION 1: Enter the cost BEFORE taxes or OPTION 2: enter the cost with the tax INCLUDED. OPTION 1: If you get the cost before taxes (that is to say, the sub-total on the bill), taxes will be calculated for you automatically. Just make sure that the percentage of taxes has been configured in the “configuration” section. OPTION 2: If you have the cost with the taxes included, enter it in the cost column, press “tab” to deselect the field, and move your mouse over the price you just entered without clicking.

You will see this icon appear:

Click once on the “Tx in” icon (you will see the unit cost selected), and then again press the “Tab” key: the price will drop automatically and give you the subtotal before taxes. In addition, special conditions may occur for certain products. For example, some products are not accounted for 100% in your company, as their use has a personal part and will be entered in a certain proportion. In addition, some products purchased from abroad may not include taxes. These two conditions can be changed in the Advanced Options section, accessible by clicking on the icon in the upper sub-total. You will see two new columns: proportion and taxes. Double-click the 100 in order to change it. If you need to remove the tax on a product, double-click on the number of the tax and a new window will appear: You can then uncheck the percentage of taxes that are not applicable to this product, and press “OK” to accept this choice.

• PAYMENT: You can finally determine the payment method that you used to pay for this expense, according to those that you have predetermined in Configuration. Once completed, you can press “Save” to save your expense. You will see that it moves to the left list, which includes all the expenses of your company.

La liste de gauche comprend toutes les dépenses de votre compagnie. Il est possible de les ordonner selon le nom, la date, le montant, etc. Pour ce faire, il suffit de cliquer une fois sur le nom de la colonne selon laquelle vous voulez ordonner vos dépenses. Par exemple, si vous voulez que les dépenses s'ordonnent par date, cliquez sur la section “date”, SI vous cliquez une deuxième fois, les dates se placeront par ordre croissant. Re-cliquez une autre fois, et celles-ci s'ordonneront alors par ordre décroissant. Il en va de même pour toutes les colonnes.