Create Expenses

If you incur expenses in your organisation, you can add them in Zoho ERP. To create a new expense:

• Go to Purchases on the left sidebar.
• Hover over Expenses in the Modules bar and select Expenses* from the dropdown.
• Click + New in the top right corner.
• Fill in the following details on the New Expense page:

  • Date: Select the date on which the expense is created.

  • Employee: Employees may or may not be users. You can add and associate an employee to an expense. To add an employee, click the Employee field, select Manage Employees and click + Add New Employee. You can even delete employees by clicking the Delete icon next to them.

  • Expense Account: Select an account to track the expense you’re going to record.

  • Itemize: Add multiple expense accounts under which you wish to track different expenses by clicking Itemize. These accounts will be debited once the expense is recorded. After saving the bill, click Display Journal at the bottom of the page to view the corresponding journal.|

  • Amount: Enter the expense amount and the tax applicable on it, if any.

  • Paid Through: Choose the account which tracks the payment for the expense. This account will be credited when the expense is recorded.

  • Vendor: Select a vendor to whom you wish to associate the expense.

  • GST Treatment: Select the GST treatment of the vendor and enter their GSTIN and their Place of Supply (if applicable).

  • Reverse Charge: Mark the box This transaction is applicable for reverse charge if reverse charge is applicable on this expense.

  • Tax: Select the tax applicable on the expense.

  • Invoice#: Enter the corresponding invoice number.

  • Customer Name: Associate the expense to a customer. You can mark the expense billable to the customer and convert this expense into an invoice to collect payment from the customer.

To make the expense billable:

• Mark the Billable option next to the Customer Name.
• Select a Project to associate with the customer, if this is an expense incurred for the project.
• If you had configured a default markup percentage for billable bills and expenses in Settings, the default percentage will be pre-filled. You can edit and change the markup percentage, if needed.
• Click Save.

Also, you’re creating an invoice for the associated customer, this expense will be shown as an unbilled item in the invoice to be included as a billable line item. You can select the expenses to be billed to the customer.

• Attach Receipt: Attach the receipt of your expense from your Desktop, Cloud or from your Documents in Zoho ERP. You can also delete the receipt by clicking the Delete icon.
• Projects: Choose project(s) you wish to associate with the expense. If you associate a project for the customer, then you can bill it while creating an expense for the customer.
• Reporting Tags: Associate reporting tags for the expense.
• After entering the details, click Save or Save & New.

View Journal

After you have created an expense, you can view its corresponding journal entry in Zoho ERP. Here’s how:

• Go to Purchases on the left sidebar.
• Hover over Expenses in the Modules bar and select Expenses* from the dropdown.
• Select the expense that you have created.
• Click More and select View Journal. The corresponding journal will be displayed.

Import Expenses

You can import a list of expenses you have in CSV, TSV or XLS format. Here’s how:

• Go to Purchases on the left sidebar.
• Hover over Expenses in the Modules bar and select Expenses* from the dropdown.
• Click the More icon in the top right corner of the page.
• Select Import Expenses.
• In the next page, click Choose File to choose the file you would like to upload; you can choose to attach from desktop, cloud, or documents. You can download the sample CSV or XLS file for your reference by clicking sample csv file or sample xls file.
• After uploading your file, choose a Character Encoding and File Delimiter for your file.
• Click Next.
• Ensure that all the fields are mapped correctly in the Map Fields page.
• Mark the box Save these selections for use during future imports if you want to use the similar import format for the next time.
• Click Next.
• Preview and click Import.

Edit an Expense

To change the details of an expense that you’ve created in Zoho ERP, you’ll have to edit it. Here’s how you can do it:

• Go to Purchases on the left sidebar.
• Hover over Expenses in the Modules bar and select Expenses* from the dropdown.
• Click the expense you want to edit.
• Click the Edit icon in the top right corner of the page.
• Make the necessary changes and click Save.