{"id":4867,"date":"2019-07-17T12:49:51","date_gmt":"2019-07-17T12:49:51","guid":{"rendered":"https:\/\/docs.daftra.com\/tutorial\/%d8%a5%d9%86%d8%b4%d8%a7%d8%a1-%d8%b3%d9%86%d8%af-%d8%b5%d8%b1%d9%81\/"},"modified":"2026-10-19T13:31:13","modified_gmt":"2026-10-19T13:31:13","slug":"creating-an-expense","status":"publish","type":"tutorial","link":"https:\/\/docs.daftra.com\/en\/tutorial\/creating-an-expense\/","title":{"rendered":"Creating an Expense"},"content":{"rendered":"
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\ud83d\udec8<\/span><\/p>\n

Note:<\/strong> Make sure the Finance<\/strong> app is enabled in your account.<\/p>\n<\/div>\n

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Contents<\/p>\n

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  1. Steps to create an expense<\/strong><\/a><\/li>\n
  2. Expense details<\/strong><\/a><\/li>\n
  3. Where do I write the recipient’s name?<\/strong><\/a><\/li>\n
  4. Splitting the expense across several accounts<\/strong><\/a><\/li>\n
  5. Saving the expense<\/strong><\/a><\/li>\n
  6. Printing the expense and the recipient’s signature<\/strong><\/a><\/li>\n
  7. The journal entry<\/strong><\/a><\/li>\n<\/ol>\n<\/div>\n

    Steps to create an expense<\/h2>\n
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    1. From the main menu, click Finance<\/strong>.<\/li>\n
    2. Click Expenses<\/strong><\/a>.<\/li>\n
    3. Click the + New Expense<\/strong><\/a> button.<\/li>\n
    4. Enter the expense details as described in the next section, then save.<\/li>\n<\/ol>\n

      Expense details<\/h2>\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n
      Field<\/th>\nDescription<\/th>\n<\/tr>\n
      Amount<\/strong> (required)<\/td>\nThe expense amount (greater than zero), with the currency chosen next to it. When the expense is split across several accounts, it’s calculated automatically from the total of the lines.<\/td>\n<\/tr>\n
      Category<\/strong><\/td>\nChoose a category, or type a new one and it’s added automatically.<\/td>\n<\/tr>\n
      Expense Number<\/strong> (required)<\/td>\nAn automatic serial number. You can control its format from the serial numbering settings.<\/td>\n<\/tr>\n
      Treasury<\/strong><\/td>\nThe treasury or bank the amount was paid from (it appears when you have more than one treasury; the main treasury by default).<\/td>\n<\/tr>\n
      Date<\/strong> (required)<\/td>\nThe expense date. It can’t be in a closed period.<\/td>\n<\/tr>\n
      Recurring<\/strong><\/td>\nTo repeat the expense periodically, with the Frequency<\/strong> (weekly, every two weeks, monthly\u2026) and an end date.<\/td>\n<\/tr>\n
      Description<\/strong><\/td>\nThe expense details. They also appear in the journal entry description.<\/td>\n<\/tr>\n
      Attachments<\/strong><\/td>\nA photo or file of the receipt, by drag and drop or by choosing it from your device (pdf, doc, docx, xls, xlsx, csv, jpg, png, gif, zip, jpeg).<\/td>\n<\/tr>\n
      Supplier<\/strong><\/td>\nThe supplier linked to the expense, from the list (by name, email or phone), or add a New Supplier<\/strong>. The supplier’s name and tax number appear next to the expense in the tax report.<\/td>\n<\/tr>\n
      Journal Account<\/strong><\/td>\nThe account the expense is charged to. If you leave it on Auto<\/strong>, the category’s account or Other Expenses<\/strong> is used. Choosing it may be required, depending on the finance settings.<\/td>\n<\/tr>\n
      Unit<\/strong><\/td>\nThe rental unit linked to the expense (with the rental app).<\/td>\n<\/tr>\n
      Assign Cost Centers<\/strong><\/td>\nLinks all or part of the expense to cost centers (it appears when you have cost centers).<\/td>\n<\/tr>\n
      More Options<\/strong><\/td>\nTax1<\/strong> and Tax2<\/strong> (tax type and amount), Vendor<\/strong> (the recipient’s name), and Client<\/strong> (unless hidden in the settings).<\/td>\n<\/tr>\n
      Custom fields<\/td>\nAny custom fields you defined for expenses.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

      Where do I write the recipient’s name?<\/h2>\n

      Write the name of the person or party who received the amount in the Vendor<\/strong> field inside More Options<\/strong> (it appears empty with the word Vendor):<\/strong><\/p>\n

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      1. In the expense form, click More Options<\/strong>.<\/li>\n
      2. In Vendor<\/strong>, type the recipient’s name, or choose it from names you’ve used before.<\/li>\n
      3. Save the expense.<\/li>\n<\/ol>\n

        Advantages of using the Vendor<\/strong> field for the recipient’s name:<\/p>\n