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Knowledgebase Category : Expense Management


Capturing company expenses

2010/08/19 - Now that you have captured all the necessary items you can proceed with your expense capturing. To capture your Expenses go to " Home > Left Menu > Manage Expense > Capture Expenses"

Expense Transaction
  • Expense Item: Select item for which you want to capture the expense for. This will also automatically load the tax rules for this item in the background.
  • Month End : Select the month end for which this expense is for.
  • VAT Batch : Select the VAT Batch under which you want to allocate this expense.
  • Payment Method : Select the payment method used to make this payment.
  • Date : Select the date of payment.
  • Description : Enter the actual description on the statement or receipt.
  • User: This is optional field, Only enter customer "Username" if this expense is actually a refund so you can track all refunds to specific customers.
  • Tax : This is automatically loaded when you select the Expense Item, but you can override this here if you wish to for whatever reason.
  • Amount: Enter the exact amount, no spaces or special characters or spaces.
  • VAT: This is automatically calculated.
  • Vendor Invoice Number : This is optional field.
  • Transaction Status: This will always be OPEN. Once the Month End is run this is set to CLOSED.


Creating Expense Categories for reports

2010/08/19 - To categorise your expenses you will need to create Expense Categories. Make sure you create meaningful categories to allow yourself to generate proper meaningful reports from CRMBill. To create your Expense Categories go to " Home > Left Menu > Manage Expense > Expense Categories"

Capture Expense Categories
  • Code : Short 3-6 letter code.
  • Description : Short 2-3 word description
  • Is Vatable: Enable this if all Expense Items in this category will be vatable.


Creating Month Ends

2010/08/19 - You will also need to create Month Ends which is one of the corner stones of CRMBill. Each income/expense has to be allocated to a month to properly determine the profitability of your company and generate decent reports. To create your Month Ends go to " Home > Left Menu > Manage Expense > Month Ends"

Month End Details
  • Name : Short 10-15 charact name like "Jan 2010"
  • Period Number : Enter Numeric value. This the number of periods you have in CRMBill. So if this is your first month then enter 1, for second month you will enter 2.
  • Month : Enter the month number. like "01,02,03,04,05,06,07,08,09,10,11,12"
  • Year : Enter full year with century. i.e. 2009,2010,2011
  • Start Date : Enter start date of this month end, usually the first day of the month
  • End Date: Enter end date of this month end, usually the last day of the month


Grouping of Expense Items

2010/08/19 - In come cases you might want to group certain Expense Items in a group. For example if you are selling web hosting and you have setup a cluster of server at a data center. Then combined costs of all the servers in the cluster will determine the total cost of your web hosting offering. In future, you will be able to attach a Service to Expense Item or Expense Item Group to give you proper profitability report on individual service offerings. To create your Expense Item Groups go to " Home > Left Menu > Manage Expense > Expense Item Group"

Expense Item Group Details
  • Code : Short 3-6 character code.
  • Description: Short 2-3 word description of this expense item group. This will displayed in the expense item dscreen.


How to capture VAT Batches

2010/08/19 - First you must create VAT Batches to get going with the Expenses. In South Africa, SARS require this to be done every 2 months. i.e. For Jan and Feb you must get VAT Paid by last friday of March. To create your VAT Batches for whole year go to " Home > Left Menu > Manage Expense > VAT Batches"

VAT Batch Details
  • Batch Name : Short name 2-5 word long.
  • Vatable Income : This is optional. You can leave it empty initially. This will be populated automatically when VAT Batch is run.
  • Vatable Expense : This is optional. You can leave it empty initially. This will be populated automatically when VAT Batch is run.
  • VAT Percentage : This is the vat percentage for this month. Usually 14%. Enter only numeric value.
  • VAT Recieved : This is optional. You can leave it empty initially. This will be populated automatically when VAT Batch is run.
  • VAT Paid : This is optional. You can leave it empty initially. This will be populated automatically when VAT Batch is run.
  • VAT Payable : This is the actual amount that should be paid to Tax man.
  • Closed: VAT Job will automatically set this batch to closed and the it this record will become read only.


Setting up Expenses items

2010/08/19 - Before you start capturing your expenses you will need to create Expense Items for your company against which you make payments. To create your Expense Items go to " Home > Left Menu > Manage Expense > Expense Items"

Capture Expense Items
  • Supplier : Select the supplier/vendor of this Item. Please makes sure you have added Users with User Type "Vendor" for them to appear here.
  • Description : Use proper but short description. This is the dscription that you will be able to see in the expense capturing.
  • Expense Category : Select appropriate category for this item.
  • Expense Item Group : Select Group if you want this item be part of a specific group otherwise select "Misc", but make sure you have created atleast one group called "Misc". This is not an optional field.
  • Estimated Cost : Estimated costs, Numeric value only. This is only an indicative costs of this expense item.
  • Tax: Select the type of tax that is applicable to this expense item.