Recording and tracking expenses

Expenses is where you record everything the club pays for: equipment, referees, transport, the hall rent. You need the Financial Management module. Before you start, set up your categories and suppliers (see the article on expense categories and suppliers).

Recording an expense

1. In Expenses, select "Add expense".
2. Under "General information", enter the "Description", choose the "Category" and fill in the "Date" and the "Total". These are the required fields.
3. Choose the "Payment term". The due date is worked out from the date and that term; with "Other", you pick the "Payment deadline" yourself.
4. If you like, add "Notes" and the "Payment document": drag the invoice in or choose a file (PDF, PNG or JPG, up to 8 MB). The file is attached after you save.
5. Under "More information", you can link the "Department", "Supplier", "Sport" and "Team".
6. If you have already paid, fill in the "Payment date" under "Payment information" and, if you like, the "Payment method", "Bank account" and "Document reference".
7. Select "Save".

The "Summary" alongside shows the "State on save". An expense with a "Payment date" becomes "Paid"; without one, it stays "Outstanding" and becomes "Overdue" after the due date.

Reading the list

• Status: "All", "Paid", "Outstanding" (still within term) or "Overdue" (past the due date).
• Period: opens on the active season and filters by the expense date.
• More filters: "Category", "Supplier", "Department", "Sport" and "Team". Search looks at the description.

Above the table, the summary shows the "Total", "Paid", "Outstanding" and "Overdue" amounts for the period. The table has a "Due date" column with the days left or overdue, and the footer adds up what is shown.

Editing, marking as paid or deleting

1. Open the expense with "Edit" in the row menu.
2. To mark it as paid, fill in the "Payment date" and select "Save".
3. To remove it, use "Delete". This cannot be undone, and the attached document is deleted too.

Exporting

Select "Export" and choose "CSV" or "Excel". The file holds the expenses for the period, the search and the "More filters", in every status: the "Status" choice does not apply to the export.