Expenses

Steps

  1. Choose either Expense Claim Forms or Adhoc Payments expense method in Toggle Features
  2. Navigate "Purchase > Expenses", click "New Receipt"
  3. Fill in details of the expense
  4. After the expense is submitted for approval navigate "Purchases > Expenses > Unapproved"
  5. Approve the expense

Final steps are different depending on method of expenses being used



Method 1: Expense Claim Forms

Steps

1. Expense appears as approved in Expenses

2. Pay off the created purchase invoice for the expense in “Purchases > Bills > Unpaid”.


Method 2: Adhoc Payments

Steps

1. Expense appears under Awaiting Payment

2. Navigate “Money > Manage Money”

3. Select “Money Out” and fill in the details

4. On the “Explain Payment” page select the employee the payment is to and the correct employee expense account

There are two ways to account for expenses in Clear Books method one is “Expense Claim Forms”, method two is “Adhoc Payments” this guide will take you through each one.

Step 1.

You can enable expenses from the “Settings > Organisation > Toggle Features > Features” menu.

To alternate between expenses methods you will need to navigate “Settings > Organisation > Toggle Features > Invoicing & Expenses” here under the Expenses heading you will be able to select which expenses method to use, once ready click “Confirm changes”.

Toggle Features Page

Both methods have the same approach up until the expense has been approved.

Step 2.

Navigate “Purchases > Expenses”.

Click “New Receipt”.

Step 3.

Fill in the details of the expense.


Filled Out Expenses Form

Pizza Purchase

What The Fields Mean

Receipt from

Select the entity the receipt is from.

Employee claiming expenses

Select the name of the employee claiming the expense.

Step 4.

After entering the details of the expense claim click “Submit for Approval”.

This expense can now be approved by the appropriate person in “Purchases > Expenses > Unapproved”.

Step 5.

To approve an expense, select the expense to be approved by ticking the check boxes under “Select Receipts” and then click “Approve Expense”.

Unapproved Receipts

Once you have successfully approved the expense the message “Expense Claim Approved” will  appear.

Expense Claim Approved

Method 1:Expense Claim Forms

Step 1.

The expense will now appear in “Approved Receipts”; to view the expense navigate “Purchases > Expenses > Approved“.

Step 2.

The expense and any other expenses approved at the same time will be grouped together into a purchase invoice which you will find in “Purchases > Bills > Unpaid“. You can pay it off the way you would any other purchase invoice in Clear Books.

Purchase Invoice Created From An Approved Expense Claim

Expense In Unpaid Bills


Method 2: Adhoc Payments

Step 1.

Expense appears under “Awaiting Payment”.

Expense Awaiting Payment

Expenses Adhoc Method

Step 2.

You now need to pay off this expense, firstly navigate “Money > Manage Money”.

Step 3.

Select “Money Out” and enter the amount and description for the payment of the expense.

Money Out

Money Out

Step 4.

On the “Explain Payment” page make sure that the “Account” is the name of the employee being paid (you will find employee espenses under “Current Liabilities”) and the payment is To that employee.

Explain Payment To Employee

Explain Adhoc Expense

After clicking “Add Transaction” you will find that the expense has been marked as paid in Clear Books and no longer appears under “Purchases > Expenses.”