View expense

This page displays a single expense, its attached files and the list of cost items.

What's on this page

• Supplier: the contact you bought from; click the pencil Edit button to change it.
• Date: the expense date; click Edit to modify.
• Currency: the currency used for the amounts; click Edit to change.
• Status: payment status (Open, Paid, etc.); click Edit to update.
• Files: uploaded receipts or other documents; you can view, add, or delete files here.
• Items: the expense’s cost items; shows the total number of items and how many are already invoiced. Use the Add item button to create a new one; each item can be edited, deleted, or turned into an invoice entry.

Common tasks

Edit expense details

1. Click the pencil Edit button next to Supplier, Date, Currency, or Status.
2. In the Edit expense details pop‑up, change the fields and press Save.

Add or edit an expense item

1. Click Add item to create a new item, or click the pencil Edit icon on an existing item.
2. In the Edit expense item window, fill Description, Price (negative for discounts), VAT percentage, Category, and choose Allocate to (for reporting purposes) – General costs, Customers or Horses. If you pick Customers or Horses, select the relevant contacts or horses.
3. Click Save.

Create an invoice item from an expense item

1. In the Items list, click the Create invoice item button next to the item you want to charge.
2. In the Create invoice item window, adjust Amount, Description, VAT percentage and Category if needed, then click Create.

Good to know

• The Edit icons are only visible when you have permission to manage financial data.
• Uploading files works only if the organisation’s serverless functions are enabled; otherwise you’ll see an error.
• Selecting multiple customers or horses splits the cost equally (see the hints in the expense‑item form).
• Changing the allocation of an item that is already invoiced does not update that invoice; edit the invoice item separately.

Edit expense item

Use this form to add or edit an expense line in a transaction.

Description

• Enter a brief description; appears in reports.

Price

• Enter amount (positive = expense, negative = discount/prize); currency shown.

VAT percentage

• Choose the applicable VAT rate; only relevant rates are listed.

Category

• Pick a purchase category (defaults to General expenses).

Allocate to (for reporting purposes)

• Choose General costs, Customers, or Horses. This only affects reporting; to charge a customer, create an invoice item later.

Customers

• When Customers is selected, pick one or more customers; cost is split equally. Use Create new contact to add a customer.

Horses

• When Horses is selected, pick one or more horses; cost is split equally. Use Create new horse to add a horse.

Warning

• If the item already has an invoice, a warning warns that changing allocation does not modify the existing invoice; edit that invoice item separately.

After saving

• The expense is saved/updated, appears in the transaction's expense list, and the modal closes.