Nov
16
2015

Creating Expenses in Online Invoices

OnlineInvoice also works as an online expenses tracking software To create or add new expenses to your online invoices system:

  1. From the “Finance” menu choose “Add Expenses”
    Add-Expenses
  2. Choose a date for the expense you wish to add.
  3. Add the amount of the expense and choose the currency.
  4. Attach any image or receipt for the expense
  5. Choose a category from the drop down menu or insert the category manually -all inserted categories are saved once you click the submit button-.
  6. Choose a vendor from the drop down menu or insert the  vendor manually  -all inserted vendors are saved once you click the submit button-.
  7. Add a description for the expense.
  8. Assign the expense to one of your clients.
  9. Choose whether this expense is recurring:
    1. Tick the “Recurring” check box.
    2. Choose the frequency of the invoicing.
    3. Choose the end date for the last invoice
      Reccur-Expenses
  10. Click “Submit” to save the new expense.

How to import a list of expense entries from a CSV file.

  1. Open the Excel program
  2. In the first row add the fields Amount, Currency, Category, Vendor and note in the A1…F1 cells.
  3. Under every cell fill in all the details as in this image.
  4. The Date field must be formatted the same as your system’s date format; in my case we use the DD/MM/YYYY format.
  5. The Currency filed field must be added in the country’s currency’s code, like such as USD, AUD, ..etc.
  6. All added category categories and vendors are automatically saved.

    income-expenses-excel

  7. After you have added all your items save the eExcel file as CSV (Comma delimited.).
  8. Log in to your online invoices system.
  9. From the “Finance” menu choose “Expenses“.
  10. Click the “Import” button from in the top right corner.

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  11. The importing wizard will start. Step 1 Import Options :

    income-expence-import-1

    1. Choose the file to import (the CSV file we previously saved).
    2. From the Delimiters section choose “Comma Separated“.
    3. Click the “Import First Row” check box. If your file contains field labels in the first row don’t tick this box. In our case we will not tick the box.
    4. Click the “Next Step” button.

  12. Step 2 Fields Mapping:

    income-expence-import-2

    1. In this step we will tell the system where the data is so the system can add it.
    2. The Amount* field is required and must exist in the file.
    3. Select a corresponding field in the file for each system field as seen in the above image.
    4. If you have entered a new category or vendor it will be saved in the system.
    5. Click the “Import” button.

  13. Step 3 Importing:

    Import-projectstep-3

    1. The system will take a few seconds to import the fields and save them.
    2. Go back to the “Expense” page to check the imported items.

Contact us if you have any issues or more questions.