The External Expense form is used both to enter expenses for Jobs, and to print POs or RFQs for your vendors and suppliers. External expenses can be added through the main navigation bar, or through the Financials tab on any Job that includes expenses.
Please review this article to learn what each field on the external expense form means, and how to go about completing the form.
For this article, let's begin by hovering over Expenses in the main navigation bar, and choosing External. You now have a few options:
Find - takes you to a screen through which you can find all, or a selected list of the expenses in your system
Add Expense - used either for single job expenses or to enter expenses for multiple jobs from the same supplier
Add Insertion - used for external expenses that are related to media. You can learn about Insertion Orders specifically here: Using Insertion Orders.
Fill Expense Form - used to enter expenses for multiple jobs that have different suppliers
Choose Add Expense.
Filling in the Form
You will land on the Add Multi Line Expense form. Required fields are marked in blue.
- Enter the name (or part of the name) of the vendor, supplier, partner or freelancer. Note that in order for a company to pull to the Supplier field, they must have a Company Type (on their Company Details page) of either Vendor, ,Supplier, Freelance or Partner.
- Enter the date of the expense.
- Enter the memo description. This description can be for your internal use, and will not pull to the printout, or invoice.
- Choose from among available Terms for the PO. Add/ edit terms via the Admin area > System Set Up > List Maintenance > PO Disclaimer.
- The reference # can be anything you want - many of our users enter their vendor's PO # here. Note that you can only use the same Reference Number once per vendor/ supplier. If you are using the Quickbooks Online or Desktop Integration, this field MUST have a unique number entered in it.
- Choose an AP account from your Chart of Accounts.
- Choose the correct office for this expense, should you have more than one.
Next, we want to fill in information about the associated job for this expense.
8. Enter (as needed) the dollar value that was quoted by the vendor for the PO. Note that there will need to be a dollar value here, in order for a dollar value to show on the PO or RFQ
9. Enter the Job, Service Group and Expense Type information for this expense. Note that the Service Group options are populating based on what is in your estimate/ job, and the Expense Type options are pulling from what you have listed in Admin > Manage Services & Expenses > External Expenses (% Mark Up)
10. Choose the appropriate COGS/ Quickbooks account from your system. Note that this will be required data should you need to mark this expense as Posted, or export it.
Lastly, enter information we have from the vendor or supplier.
11. Enter any description of the expense, PO or RFQ wording that you want to display on a printout.
12. In the gold row, enter any information from the invoice from your supplier or vendor ie. quantity, discount percentage, subtotal.
13. In the blue row, enter any mark-ups from your side, and an override amount as needed.
Note for Quickbooks users: Do not use the Tip field as Quickbooks calculates the Bill total based on Qty and Rate.
14. Click Add Line Item to create another line on this expense form.
15. Click Save if you are done with this expense. Once this form is saved you will be able to go back in and Edit, make a Copy, Export the form, and Print.
16. Click Save/ Add to save your work on this expense, and begin building a brand new one. Clicking Save/ Add will take you to a new blank Multi Line Expense form.
Accessing the Form when the Expense has been Estimated
External Expenses may or may not be line items that you accounted for in the estimation process with your client. If you did include an expense on the Estimate, you have the option to track that expense as a whole value that is multiplied by a percentage mark up to give you a total, or as a quantity of X, multiplied by a value per X, that is multiplied by a percentage mark up to give you a total.
Above, I have entered:
- Photography - Cost of $1500 x 20% mark up for total of $1800
- Printing - 800 units x $0.89 per unit for a Cost of $712 x 20% mark up for total of $854.40
Estimate for your expenses in whichever way is best for your agency.
And because these expenses were included in my Estimate, they appear at the Job level as well. Here on the Financials tab of the Job, I can again see the costs and estimated values including mark up.
There is a quick trick to getting this expense into an Expense form. From the Financials tab, simply click the "+" icon for the expense you want to create.
Clicking the icon brings me to the Add Expense form, where much of the content has been pre-filled in for me including Job information, Qty, Rate and Amount. Fill in any remaining required fields, preferred optional fields and Save.
Back on the Financials tab I can see the Expense Form under the related Expense line.
The Expense is also accessible under the Expenses tab of the Job.
Once the expense form is saved, you will see a Print button in the top right of the page. Click Print, and see your default/ standard printing options drop down. Options include printing a list view of the expense, a PO, and RFQ.
If you not like the look of the standard printouts, you can absolutely change them, to make them more your own. Please review the article on how to Add a Printout, to learn about customizing your printouts.
Changing the Expense Status/ Exporting the Expense
Once the expense is saved, you will be able to export it, and/ or adjust the status. Above, we see the current status of Unposted. Click Post Expense to change this status to Posted.
The status has now changed to posted. Click Export Expense to change the status to Exported. Or Unpost if you have posted the expense in error.
You can then Re-Export, or Undo the Export as needed.
Seeing the Expense on the Job Level
Once the External Expense has been submitted, navigate back to the Financials tab of the Job. The Expense will now show as added, and can now been included on an Invoice.
This information can also be seen on the Expenses tab of the Job.
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