Expense

Expenses correspond to amounts spent to attain the objectives of the folio. They can belong to any of the three categories described in the budget section 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.

Adding an expense

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.

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.

Copying an expense to actual

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.

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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Expense details

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.

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.

On this page:

- Expense

Related pages:

- Planned Costs
- Actual Costs