This article explains in detail how the Expenditure report works.
The Expenditure report is a block specific report which can be generated for any period. It consists of two tabs : Summary and Details.
This report can be generated in two versions, each of them using different rules to select invoices. You can decide which version of this report you want to generate by ticking option Use the invoice period for selecting invoices
Both tabs of this report will show you the following data linked to Expense categories (Expense, ExpenseAndRevenue, ExpenseAndDocumentation and ExpenseAndReport):
- Supplier's Invoice items from invoices with an issue date is in that period or with an invoice period overlapping the report period
- Supplier's Opening balance debit dated in the report's period
- Supplier's Payments on Account dated in the report's period
- Ledger items dated in the report's period
Items linked to the Expense categories not included in this report:
- Supplier's Credit notes
- Supplier's Opening Balances in credit
- Supplier's Payments
EXAMPLE 1: How Use the invoice period for selecting invoices works
Lets take the following invoice:
Issue Date: 01/06/2020 Invoice Period: 01/07/2020-01/09/2020
Now lets generate two reports for the same period 01/01/2020-30/06/2020
- The first one has the option Use the invoice period for selecting invoices ticked and will not have our invoice on it as invoice period (01/07/2020-01/09/2020) does not intersect with report period (01/01/2020-30/06/2020)
- The second one without this option selected will use the invoice Issue date so our invoice will come up on the report as its Issue date (01/06/2020) falls within report period (01/01/2020-30/06/2020)
Below you can find rules based on which data will appear in each column of each tab:
1. Summary
- This tab shows the total of all expenditures per category and schedule. You can also find the report header on it with basic details about generated report:
The following columns are included in this tab:
Financial Period - This shows the financial period in which all items in this total are linked to. This will be helpful if you are downloading a report that overlaps multiple periods. It will also help you to pick up invoices that have an invoice period from a different financial period than their invoice date. The financial period for invoices is defined by their Invoice Date.
Please see example below:
EXAMPLE 2:
We have the following invoice:
Issue date 01/03/2021; Invoice Period: 01/06/2020-01/12/2020
If we now download the Expenditure report for period 01/01/2020-31/12/2020 and select the option Use the invoice period for selecting invoices our invoice will show on the report and its Financial period will be 2021 as the Issue date is in 2021
Property - This shows the block name this item/sum is linked to. In reports generated on the Block level it will be the same for all rows. If the report is generated on the Estate level then they might be different.
Schedule - This shows the name of the Schedule to which an item/sum is linked to.
Nominal Code - This shows the Nominal Code assigned to this item/sum
Category - This shows the name of the category linked to this item/sum
Category Type - This shows the type of the category from the previous column. Only categories with the following types will be included in this report: Expense, ExpenseAndRevenue, ExpenseAndDocumentation and ExpenseAndReport
Amount - The sum of all items that fit into the criteria of the report (date or period) for this specific category and schedule
2. Detail
This tab shows each item included on the Summary tab as an individual row.
The following columns are included in this tab:
Financial Period - This will show the financial period to which this item is linked to based on its Date
Property - This shows the block name this item/sum is linked to. In reports generated on the Block level it will be the same for all rows. If the report is generated on the Estate level then they might be different.
Schedule - This shows the name of the Schedule to which the item/sum is linked to
Bank Account - This shows the bank account this items is linked to
Nominal Code - This shows the Nominal Code assigned to this item/sum
Category - This shows the name of the category linked to this item/sum
Category Type - This shows the type of the category from the previous column. Only categories with the following types will be included in this report: Expense, ExpenseAndRevenue, ExpenseAndDocumentation and ExpenseAndReport
Date - This shows the date of the item. For Invoices it will be Invoice Date.
Reference - This shows the reference of the item. For Payments, it is the reference of the Invoice Item it has been linked to.
Supplier - This shows the supplier this item is linked to. For the General Ledger, it will show information put in the 'Counter Party' field.
Description - This shows the Description of the item.
Invoice Period - This shows the period assigned to the invoice. If this cell says 'NA' it means this invoice has no period assigned.
Amount - This shows the amount of the item.