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10.10. Expenses

There are three ways to manually add a new Expense:
1. From the Register
2. Through a vendor's record
3. From Batches/Deposits

1. Adding a new Expense from the Register

Hover your mouse cursor over the Financial tab, then click on Expense:

This will open up a new Expense. Fill in all applicable fields. Vendor, Amount, and Date are required in order for the contribution to save.

Descriptions of Fields in a New Expense:

On the General tab:
Vendor* - Name of entity to which expense is made *Required Fields
Amount* - Monetary amount of expense
Date* - MM/DD/YYYY format of expense date
Payment Method - Choose from one of the following options: Cash, CC, Check, Credit Card, EFT, or Other
Check Number - Internal number of check, if applicable
Reporting Code - Select reporting code if needed
Reporting Description - Data entered into this field will pull to applicable compliance reports
Transaction Category - Select existing category or add new one by clicking Create Transaction Category
Internal Memo - Internal tracking field
Election Period - Choose election period
Account - Select Account
Event - Select Event, if the contribution is associated with Event set up in our event builder
Allocation - Select Allocation if applicable
Batch - Optional tracking feature used to group together transactions
Reconciled - Date when transaction was Reconciled
Force Itemize check box - Check to force the contribution to pull to compliance report
Force Unitemize check box - Check to force the contribution not to pull to compliance report

Documentation tab:
Optional area to upload any file type to the expense.
Click Browse to open up your computer's file library. Select a file, to upload to expense, then click a Save button.

Check Status tab:
Optional feature. Select Check Status from drop-down:

Linking tab: Click on Linking tab to find two options: Advanced or Sub-Vendor
>Advanced: Optional section to link the expense to a Receipt or link to a Disbursement
>Sub-Vendor: Optional section to add sub-vendor to Expense, if applicable. See our Help File here on how to add a sub-vendor to an expense.

Save Buttons

Save - This saves the new contribution and keeps the screen open
Save/Close - Saves the new contribution, closes out the window and returns your screen to the main Register
Save/Next - This saves the contribution, then opens up a subsequent new contribution. Several fields are what we refer to as sticky, so they'll auto-fill into the new contribution so you won't need to re-select them.

2. Adding an Expense from a Record

Use the Contacts search or Search Records bar to pull up an existing record or create a new record. From the record's profile page, follow the steps in the screenshot below:

1. Click on the Transactions tab.
2. Click New Transaction.
3. Select Expense.

You'll see a new Expense open up. Vendor name should automatically populate. Enter Amount, Date, and any other applicable fields, then choose a save button.

3. Adding a Contribution from Batches/Deposits

See our Help File here on Batches/Deposits. Batches allow you to group together financial transactions. You can easily bulk edit the entire batch of transactions, or easily pull a list of all the transactions in that batch.

To add a new expense from a Batch, first pull up the Batches/Deposits screen by hovering your mouse cursor over the Financial tab, then by clicking on Batches/Deposits: