How to Create a Payment or an Expense

Payments and expenses are created in Finance → Money.

After clicking these buttons, a window for creating a payment, expense or transfer opens. You will need to fill in the fields:

• organization — you need to choose one if you have several ones. By default, the main organization is prefilled.

Find out more: Organization profile settings

• organization’s account — an organization’s checking or cash account is selected if there are several.

Find out more: Setting up bank accounts of the organization

• assignee — by default, it's the user who creates the document;
• amount received;
• payment date (the current date is selected as default). If necessary, it can be changed.

A payment document and transaction form

Payer — CRM account. This field is optional to fill in, for example, if you record just the total profit received from the sales or write off expenses for office rent from your own account.

Status indicates whether a payment or an expense will be displayed in financial reports:

• Executed (by default) — expense/payment displayed in both reports; 
• P/L — expense/payment displayed only in the P&L report;
• Cashflow — expense/payment displayed only in the Cashflow report;
• Not Executed — expense/payment was not completed and will not be displayed in any reports.

Month of acc. refers to the month of accrual. The P&L report will indicate when the amount was accrued. For example, money from the invoice came on 1st August, but the invoice was already paid on 31st July. The responsible manager is entitled to a bonus for compliance with the KPI. You can designate the month of accrual as July, so that this amount is displayed in the P&L report accordingly. 

Split by month — the amount will be split evenly over the selected number of months in the P&L report. For example, the client purchased a subscription for 1 year, you need this amount to be split evenly for the next 12 months in the P&L report.

You can assign the transaction to the financial category immediately. You can change it later with the help of bulk distribution of payments into categories.

Save.

The records are displayed under the Money tab. Their amounts are highlighted in a specific colour depending on the type:

• red colour — expense;
• turquoise colour — payment;
• grey — transfer between the accounts.