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standard Categories: OPEX, CAPEX or FINEX. Expenses can be single occurrence, or they can be recurrent. Recurrent expenses can also be amortized; in which case the amount associated with the payment will be evenly split on the payment period.
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FOLIO uses a classic categorization of expenses to better structure your budget. Every expense planned in a budget belongs to one of three main categories: Operational expenditures (OPEX), Capital expenditures (CAPEX) or Financial expenditures (FINEX). Each of these categories will be shown only if it holds at least one expense in it for a given budget.
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To add an expense, either click the Plan Expense button or hit the "a" (for add) shortcut key. This brings the expense edition dialog. Check the "Plan another" box at the bottom of the dialog in order to create many expenses in sequence.
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Once a category is displayed on screen, you can collapse it or expand it by clicking on the triangle icon (
) next to the category name.
You should classify expenses in their appropriate category so that you can later get relevant information about the categories themselves, like the total planned cost for all capital expenses.
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Operational expenditures are all non-capital expenses incurred during normal operation. They are the day-to-day expenses required during the execution of a project, such as the salaries, rent, insurance, electricity, and computer maintenance contracts. They do not include physical assets or loan financing for example. All positions added to a budget are automatically added to the OPEX category.
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Capital expenditures are used by an organization to acquire or upgrade physical assets with a useful life extending beyond the taxable year. Examples of capital expenses are purchase of a computer, photocopier or building.
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Financial expenditures are usually interest expenses, such as loan financing, credit card interest, etc.
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If you add Custom expense fields in the Folio configuration screen they will available in Actual expenses.
Note that you can enter any value up to 255 characters. Also that those values will displayed in the actual expense details column under the "Extra Information" section.
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You can copy multiple expenses to actual at once by selecting them in the budget (by pressing and holding the Control key while clicking the expenses to copy). You can then copy the selected expenses the same way you copy a single expense. The confirmation message will inform you of how many expenses have been copied.
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Select an existing expense to modify by clicking on it and then either click on the drop-down menu on the top-right part of the expense details view (on righthand side of the screen) and select the Edit option or hit the "e" (for edit) shortcut key. This will bring up the expense edition dialog. For a detailed description of the expense edition dialog, refer to Adding an expense section above.
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Select an existing expense to delete by clicking on it and then either click on the drop-down menu on the top-right part of the expense details view (on righthand side of the screen) and select the Delete option or hit the "d" (for delete) shortcut key. This will bring up a dialog to confirm expense deletion. Click the Delete button to confirm the deletion, or Cancel link to abort deletion. Deletion is permanent, thus make sure you really want to delete an expense before proceeding.
You can delete multiple expenses or even a mix of positions and expenses at once by selecting multiple lines in the budget (by pressing and holding the Control key while clicking the positions and expenses to delete). You can then delete the selected expenditures the same way you delete a single expense. Note that in this case, the deletion confirmation will inform you of how many items are about to be deleted.
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Select an existing expense to copy to actual by clicking on it and then either click on the drop-down menu on the top-right part of the expense details view (on righthand side of the screen) and select the Copy to actual option or hit the "t" (for to Actual) shortcut key. This will copy the selected expense to actual, including its attached files.
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When selecting an expense on the budget page, more information on that expense is displayed in the details panel on the right. This panel shows the expense detailed information:
- Name
- Type
- Category
- Amount
- First and last payment dates
- Recurrence definition
- Calculated total cost
- Reporter (the user who added the position)
- Description
- Labels
- Attached files
You can also select multiple expenses or even a mix of positions and expenses at once by selecting multiple lines in the budget (by pressing and holding the Control key while clicking the positions and expenses). This gives you an aggregated view showing the total costs of the selected expenditures.
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You can attach files to an expense in order to keep related documents handy (invoices, quotations, etc.). To attach files to an expense, select it and then click button Attach Files in expense details panel on the right. This will bring up a dialog where you can pick a file (or multiple files simultaneously, if your browser allows it) and enter an optional comment.
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