How to manually add Group Expenses

How to manually add Group Expenses

When you have a bill with multiple line items, you can add them quickly to Prism by using the Add Group Expense function. 

From the Finance page, click + Add Expense then select “Group Expense” option, the Add Group Expense dialog displays.

  1. Supplier: The supplier of the bill or select Internal if it is an internal group charge 
  2. Reference number: Bill reference number (optional)
  3. Item: defines the expense type - Procedure/ Transport/ Dentist/ Farrier or Other. If you don’t select anything, the expense will have no related tasks or pre-defined rules.
  4. Purchases Description:
- Amount Are: is the tax setting for the Cost. 
- Total Cost: this is auto-calculated as a accumulated cost of each line item. 
- Payable Account: the account you assign the costs 
Tax Rate: tax rate % which is applied to the costs 
  1. Add Expense: to add each line item for the bill. This will open Add Item dialog. Fill all information as required then it will add new line item in the list. 
  2. Continue adding more expenses to the Group Expense until you have captured all items
  3. When you complete the form, each line item will be added as an individual transaction in the transaction list.

Key considerations when adding items to a Group Expenses:

  1. Date: Transaction date. In default, it is Today but you can change to another.
  2. Charge To: 
- If  the expense is for a horse(s), select “Horse” and then select the horse(s) in the next drop down. If you select multiple horses, Prism will create identical transactions against each horse 
- If the expense is for an owner, select “Owner” and then the relevant owners  will drop down from the list
- If the expense is general in nature and not related to horse nor owner, select “None”.
  1. Item: Depending on the Item you selected in Add Group Expense form, the description will be changed to the relevant format. 
- If the Item is blank, you just need to input a description as you want. 
- If the Item is Procedure, you need to provide Category, Specific, Amount and Unit for the treatment.
- If the Item is Transport, you need to select the departure and the destination of the movement.
- If the Item is Farrier or Dentist, select the Farrier/ Dentist Category.
- If the Item is Other, select the pre-defined rule from the box.
  1. Qty: number of the items
  2. Invoice Message: the message displays in the owner statement. This is auto-generated but can be edited
  3. Purchases Description:
- Amount Are: Tax Inclusive by default if you are GST Registered.
- Cost: cost of the items
- Extra: the amount you want to add on the cost, essentially the profit margin
- Payable Account: the account you assign the cost to 
- Tax Rate: tax rate % which is applied to the cost 
- Tracking Category: The tracking you want to use to trace the cost.
  1. Sales Description:
- Amount Are: Tax Inclusive by default.
- Sale: this is the Sale Price based on the Cost + Extra inputs
- Receivable Account: the account you assign the sale to.
- Tax Rate: tax rate % which is applied to the sale
- Tracking Category: The tracking you want to use to trace the cost.
You can use a Rule defined to add new item. If you fill in the main content of an expense which maps to an existing rule, the cost and sale information will be auto-filled. 

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