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Expenses

tracezilla makes it easy to keep track of your expenses when you process and trade food.

You can attach expenses to an order, a delivery or a specific lot. When the expense is attached, it will be included in the calculation of the lots value.

If the expense is attached an entire order or delivery, the expense will be distributed on the different lots in the order or delivery based on net weight.

When you have attached the expense, it will appear on the order, delivery or lot when you click the tab Expenses in the bottom of the order.

To view all your expenses, select Financials > Expenses in the top menu.

Transfer of expenses from e-conomic

If you have an integration to the accounting system e-conomic, you can transfer your expenses from e-conomic.

  1. Click Pull from e-conomic.
  2. Attach your expense to an order, a lot or a delivery as described below.

Create expense

If you don’t have an integration to e-conomic, you can create your expenses manually.

  1. To create an expense, click Financial > Expenses in the top menu.
  2. Click Create Expense in the upper right corner.
  3. Enter supplier, invoice number, invoice date and payment date.
  4. You can choose to select a default category which will be pre-selected every time you add an expense line. You can change the pre-selected category for each expense line.
  5. Check that currency and currency rate are correct.
  6. Set the status of the expense (verify/approved/Paid).
  7. When the expense is created, you can add expense lines as they appear on the invoice you received.

Attach expense

  1. Each expense line must be attached to an order, a lot or a delivery. Below the header Attach to in the table, you can click on Lot and select an order or delivery in the drop-down menu that opens.
  2. The expense could be an invoice from a forwarder concerning freight of several orders. In this case, you may prefer to have pre-selected a default category, as the expense lines probably all would be freight.
  3. The expense category can be Commission, Customs duty, Discount, Labour, Overhead, Packaging, Purchase price, Taxes or Other. The purchase price that you entered when you created your purchase order is only for budget use. The final purchase price must be entered as an expense like all other expenses.
  4. If you added a rule about about VAT, it will appear in your expense line. If you want to change the amount, you can tick the small box and enter the correct amount.
  5. Click Save lines or Save lines and close. If you click Save lines and close, your expense will change status from Attach/Verify to Approved.
  6. When you have added your expenses, you can go to the tab Affected Lots to see how the amounts are distributed over the individual lots.
  7. Go to Financials > Expenses in the top menu. Now you can mark your expenses as Approved or Paid using the quick buttons in the end of each line.
  8. If you wish to change the status to Partially Paid, Overpaid or Written Off, you can click the expense and change the status of the expense.
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