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Expenses correspond to amounts spent to attain the objectives of the folio.  They can belong to any of the three 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.  Expenses should represent all money that you plan to be spent during the folio's time frame, such as rents, maintenance contracts, software license purchases, loan financing costs or mortgages.

Editing an expense

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.

Name

Name of the expense. 

Examples: Rent for 222 Main Street, IDE licenses, Printer toner, Web hosting fee 

Amount

Amount of this expense.  Note that in the case of a recurrent expense, the amount of the payments for that expense will depend if it is amortized or not.  If the cased of an amortized expense, the amount entered here will be evenly split on the number of payments defined in the recurrence definition.  Otherwise, the amount of each payment is the amount entered in this field.

Category

Category of the expense.  See section Categories for more details on each option.

Type

Type of the expense. It is used to classify expenses and for filtering in reports.  While typing in this field, types entered previously for other expenses that match what you type will be suggested to you for completion to help you avoid typos and duplications.

Examples: Rent, Office furniture, Licenses, etc.

Recurring

By default, an expense occurs on a single date.  To change the date of occurrence of that expense or to make the expense recurrent (and possibly amortized), click the Edit link.  This brings up a dialog allowing you to define the recurrence for that expense.  As you change the values in that dialog, you are presented with a phrase explaining the recurrence, in the text area located just above. 

Refer to Recurrence for more details.

Amortized

Specifies if the payments for that expense be should split over a period of time or not. This option appears under the Recurring field when the Repeat value in the Recurrence definition dialog is changed to something else than Once.  When amortized, the this expense gets evenly split into payments occurring on dates defined in the Recurring field.

Labels

JIRA Issue Labels to associate the expense with

Refer to Labels for more details.

Description

An optional, free form description of the position.

Deleting an expense

Select an existing expense to delete by clicking on it and then either click on the ... menu on the top-right part of the details panel (on righthand side of the screen) and select the Delete option or hit the d (for delete) shortcut key.  This brings up a dialog to confirm expense deletion.  Click the Delete button to confirm the deletion, or Cancel link to abort.  Deletion is permanent, thus make sure you really want to delete an expense before proceeding.

You can delete multiple expenses (even a mix of expenses and positions) at once. Refer to the Multiple Selection to learn how to perform a batch deletion.

Attaching files to an expense

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.

Viewing Expense details

When selecting an expense, more information on that expense is displayed in the details panel on the right. Note that you can also select multiple expenses (or even a mix of expenses and positions) at once by selecting multiple lines.  This provides you an aggregated view showing the total cost associated with these expenditures.

Categories

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. 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.

Operational expenditures (OPEX)

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. 

Capital expenditures (CAPEX)

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.

Financial expenditures (FINEX)

Financial expenditures are usually interest expenses, such as loan financing, credit card interest, etc. 

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Expense details

When selecting an expense on the budget page, more information on that expense is displayed in the details panel on the right. 

Note that 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. (Multiple Selections)

Attaching files to an expense

 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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