How to create Expense Rules and Presets

How to create Expense Rules and Presets

In the Finance > Rules screen, you can define expense rates to be charged to Owners for certain tasks. Think of these Rules as your Schedule of Fees.

These expenses will be applied to Owners in one of two ways:
  1. When creating an Individual or Group Expense; or
  2. When the associated task is completed.
All expenses can the be reviewed and edited via the Finance > Transaction screen before invoicing.
Subscribers to the Prism Stable Management or Farm Management modules can add Procedure, Transport, Farrier, Dentist and Breeding tasks, which when completed, will automatically charge the relevant expense to Owners via these Expense Rules. If you have not subscribed to one of our Management modules, expenses will need to be added manually or imported.
All created rules are listed in the Finance > Rules screen, next to Day Rates, and split into the following categories: Procedure, Transport, Farrier, Dentist and Other.

If you are using the Prism Breeding module, there are similar rules for Stallion Bookings and Breeding tasks.

If you need to charge Management Fees, set up of these Fees are also in the Finance > Rules screen, but are the subject of another section, How to configure Management Fees.

For Procedure Rules, there are actually two types of Rules:
  1. Specific - these are rules specific to each type of Procedure;
  2. Method - there are expense rules related to the method of administration of a Procedure (e.g. Intravenous, Oral).

With all tabs, you can search for a rule, filter the rule by clicking on icon, or re-order by clicking on the column headers.
You can choose which columns you would like to be visible in this screen. Click the small expand icon on the right hand side of the column headers.


Add Specific Procedure Rules

  1. Go to Procedures tab in the Finance > Rules screen

  2. Click + Add button on the top right

  3. Select the Supplier

  4. Define the Procedure you want to apply: select Category, Specific, add in Amount and select the proper Unit

  5. Invoice Message is auto-generated based on the defined treatment you want to use and will appear in the owners statement. You can edit this as required.

  6. Purchases Description is what amount and account will be applied when the task is completed. 

    1. Amount are: define tax settings for the cost. In default, it’s “Tax Inclusive” if you are GST Registered but you can change it.

    2. Input the Cost, so every time the task is completed, the cost will be charged automatically – note that this is not a required field

    3. Payable Account and Tax Rate for the cost.

    4. Extra is the additional amount or profit margin you want to add to the item and will be added to the cost to make up the Sale price. 

    5. Tracking Category: Select the Tracking Category you want to use to trace the cost.

  7. Sale Description:

    1. Amount are: define tax settings for the sale. In default if your business is Tax Registered, the value in here is “Tax Inclusive” but you can change it.

    2. Sale price is auto-calculated based on cost amount plus extra amount, however you can fill in any value you wish to charge to owners.

    3. Receivable Account and Tax Rate for the sale.

    4. Tracking Category: Select the Tracking Category you want to use to trace the sales

  8. Click Save button to finish.

Once created, the rule will be shown in the list and is ready to use


Add Procedure Method Rule

For Procedure Rules only, you can also set a Method Rule in addition to the specific Procedure Rule. This Method rule allows you to assign an expense fee to a specific method of administering a procedure (e.g. Intravenous, Oral, etc)

  1. Go to Procedure > Method tab in Rules screen

  2. Click + Add button on the top right

  3. Select the Supplier

  4. Define Cost and Sale amount

  5. Click Save button to finish.


Once created, the rule will be used to automatically change the relevant expense related to the method of administration selected on the Procedure.



Add Transport, Farrier and Dentist Rules

Adding rules for Transport, Farrier and Dentist tasks are largely the same.

  1. Go to Transport tab in Rules screen

  2. Click + Add button on the top right

  3. Select a specific Supplier or select All Suppliers if this expense is to be charged for tasks completed by All Suppliers

  4. Define the transport rule you want to create: select the departure and destination

  5. Invoice Message is auto-generated based on the defined transport you want to use and will appear in the owners statement however you can edit this as required 

  6. Purchases Description is what amount and account will be applied when the task is completed. 

    1. Amount are: define tax settings for the cost. In default, it’s “Tax Inclusive” if you are GST Registered but you can change it.

    2. Input the Cost, so every time the task is completed, the cost will be charged automatically – note that this is not a required field

    3. Payable Account and Tax Rate for the cost.

    4. Extra is the additional amount or profit margin you want to add to the item and will be added to the cost to make up the Sale price. 

    5. Tracking Category: Select the Tracking Category you want to use to trace the cost.

  7. Sale Description:

    1. Amount are: define tax settings for the sale. In default if your business is Tax Registered, the value in here is “Tax Inclusive” but you can change it.

    2. Sale price is auto-calculated based on cost amount plus extra amount, however you can fill in any value you wish to charge to owners.

    3. Receivable Account and Tax Rate for the sale.

    4. Tracking Category: Select the Tracking Category you want to use to trace the sales

  8. Click Save button to finish.


Once created, the rule will be used to automatically charge the relevant expense to the Owners of the Horse in question.


Note: 
If a task was assigned to staff of the stable, once the task is completed, a related transaction is created with Supplier = Internal.
If you want a rule to apply regardless of the supplier, select option “All Suppliers”.
If you have not enabled tracking category settings, the Tracking Category field will not show in your screen. To set up Tracking Category, check Manage Tracking Categories.

Add Stallion Service Fee Rules

Stallion Farms using the Breeding module are able to automate the Stallion Service Fee transaction for each Stallion Booking, and define when the Service Fee transaction will be created.

This is optional. You may choose to manually issue Service Fee transactions and invoices at suitable times.

  1. Go to Service Fee tab in Rules screen.

  2. Click + Add button on the top right.

  3. Select All Suppliers in the Supplier field.

  4. Select the Stallion name

  5. Define when you want to create Service Fee and Commission Fee (if applicable) transactions to be charged, by selecting Charge On

For example: If You select ‘Charge On’ is ‘Scan 3 completed’, after Scan 3 is completed with a Positive result, transactions will be automatically created.

  1. Invoice Message is auto-generated based on the defined stallion you want to use and will appear in the owners statement however you can edit this as required 

  2. Purchases Description is what amount and account will be applied when the task is completed. 

    1. Amount are: define tax settings for the cost. In default if your business is Tax Registered, the value in here is “Tax Inclusive” but you can change it.

    2. Input the Cost, so every time the task is completed, the cost will be charged automatically – note that this is not a required field

    3. Payable Account and Tax Rate for the cost.

    4. Extra is the additional amount or profit margin you want to add to the item and will be added to the cost to make up the Sale price. 

    5. Tracking Category: Select the Tracking Category you want to use to trace the cost

  3. Sale Description

  1. Amount are: define tax settings for the sale. In default if your business is Tax Registered, the value in here is “Tax Inclusive” but you can change it.

  2. Sale price is auto-calculated based on cost amount plus extra amount, however you can fill in any value you wish to charge to owners.

  3. Receivable Account and Tax Rate for the sale.

  4. Tracking Category: Select the Tracking Category you want to use to trace the sales

  1. Click Save button to finish.


Once created, the stallion service fee on the Stallion Booking will be automatically created and charged to the Mare’s Owners, upon the applicable trigger.



Add Breeding Rules

Farms using the Breeding module are able to automate the expense transactions for various breeding tasks:
  1. Uterine and Clitoral Swabs
  2. PG
  3. Re-Examination
  4. Ovulation Scan
  5. Pregnancy Scans 1, 2 & 3 (15, 30 and 45 days)
  6. Foaling
  7. Foal Heat Scan
This is optional.

  1. Go to Breeding tab in Rules screen.

  2. Click + Add button on the top right.

  3. Select a specific Supplier or select All Suppliers if this expense is to be charged for tasks completed by all suppliers

  4. Select a specific Mare name or names, or select All Mares if this expense is to be charged for tasks completed on all mares. You may choose to deselect mares if some mares are on a seasonal breeding contract and not charged individual fees.

  5. Select the relevant breeding task from the Item drop-down list, for which you wish to automate expense transactions

  1. Invoice Message is auto-generated based on the defined stallion you want to use and will appear in the owners statement however you can edit this as required 

  2. Purchases Description is what amount and account will be applied when the task is completed. 

    1. Amount are: define tax settings for the cost. In default if your business is Tax Registered, the value in here is “Tax Inclusive” but you can change it.

    2. Input the Cost, so every time the task is completed, the cost will be charged automatically – note that this is not a required field

    3. Payable Account and Tax Rate for the cost.

    4. Extra is the additional amount or profit margin you want to add to the item and will be added to the cost to make up the Sale price. 

    5. Tracking Category: Select the Tracking Category you want to use to trace the cost

  3. Sale Description

  1. Amount are: define tax settings for the sale. In default if your business is Tax Registered, the value in here is “Tax Inclusive” but you can change it.

  2. Sale price is auto-calculated based on cost amount plus extra amount, however you can fill in any value you wish to charge to owners.

  3. Receivable Account and Tax Rate for the sale.

  4. Tracking Category: Select the Tracking Category you want to use to trace the sales

  1. Click Save button to finish.


Once created, the breeding task expense transaction will be automatically created upon completion of the breeding task for the selected broodmares.





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