How to add expenses paid personally

Firstly, verify whether the expenses have been paid direct by the company or personally by you (e.g. cash, personal credit or debit card) on behalf of the business.

This section relates to expenses you have paid on behalf of the business and thus can be claimed back from the business by you.

 

Expense Overview

From the My Money drop down, click on Expenses.

The page will list all expense claims that are currently active, paid or outstanding.   

You can filter the page by:

All  this will display all previous expense claims, unfiltered by payment.

Outstanding  will show any expense claims that you have not paid yet.

Paid  will show any all expense claims that have been paid in full.

Receipt Scan  will show expenses scanned by the app, pending approval.

Recurring  will show recurring expenses added.  

The list shows the following columns

Date  the date of the expense claim (this is the date of the claim rather than the date of the individual receipts).

Ref  a reference that can be used to recognise the claim e.g. this could be the month the claim relates to.

Employee  shows the name of the employee that the expense has been allocated to. Employee & directors can be set up either on the fly when adding an expense claim or from the relevant section under Settings > Directors & Employees

Amount  the total amount of the claim

Outstanding:  the amount of claim that is yet to be paid to the employee or director.

Adding expenses to the system

To start adding expense claims, click on: 

 

Date  enter the date of the expense claim. This could be the day you are actually adding in the expense or, the month end for example. It should be on or after the expenses that you intend to claim for. 

Ref  enter a reference for the expenses.  This field could be a unique reference for each claim or simply the month in which the claims relate to. (Eg: Expense for December 20""). 

Project  if the expenses relate to a specific project, please select from the drop down or click the grey + to add a new one. 

Employee  to select which employee has incurred the expenses, please select from the drop down or click the grey + to add a new one. 

 

Entering expense items.

The next section allows you to enter each individual expense item such as train fare, taxis, mileage or any other expense you may have incurred.  Each line should either represent each individual expense or each group of expenses by type. For example if you use the train each day, one expense item could represent one day, or one month, as long as you can reference back to the receipts. HMRC will require you to retain the business receipts for expenses, and you should be able to link to this if requested.  

 

Nominal Code  this is the account number that is used to assign the invoice line to an expense category such as travel, subsistence or any other relevant code.  To assign an account code, starting typing the type of expense that was incurred e.g. travel, hotel, telephone...or click on the box to show all of them.

Line Ref  enter a reference that can be used to track the expense in the future.  This could be an invoice number, name of the supplier or a description of what the expense relates to.

Amount  this will default to the Gross amount (the total paid including VAT) though if you want to enter the net amount (the total paid excluding VAT), this can be selected from the drop down. Ensure the item is a VAT expense by checking the receipt to ensure it has a VAT number on and a breakdown of how much VAT has been charged.  Items such as train, taxis, flights and buses do not usually have VAT on.  You cannot claim VAT on entertaining clients, so these should be entered gross, as if they had no VAT charged on them. 

VAT Rate  this will automatically populate based on the nominal code, though can be updated using the drop down. If the expense includes VAT, then the rate would normally be 20%.  If the item does not include VAT, or you cannot claim VAT on it, choose 0% rate.

VAT (adjusted)  if the automated VAT field does not provide the correct VAT figure you can override it with the correct VAT amount in this field. To do so you need to select Enter Adjusted VAT Amount from the drop down VAT field. 

Options  Click the  options button for further options.

  Recharge to Customer  from the options slider click the drop down in Recharge to  Customer and select the customer you would like to recharge

  Attach file to item  click Attach File to upload an image of the expense item. 

Add an expense item

Click on the Add Item button to carry on adding new expense items to the expense claim.

 

Making a payment

If you have already made a payment for the expenses or you intend to straight away, you can allocate a payment from the expense summary by either clicking the  options button and choosing Pay expense, by selecting the  select all or  tick boxes and Create batch deposit. 

When adding the payment, enter the following details:

Payment date  is the date the payment was, or will be, made.

Amount paid  enter the payment amount.  This can be a part payment or full payment but the full payment will automatically populate this box. 

Payment Type  you can optionally choose to give the payment a type e.g. BACS, cash etc

Reference  the expense reference will automatically populate here, but can be edited. 

Bank Account:  Choose the bank account this was paid from. The primary account will be selected as a default.