Aura has the functionality for you to capture payments that are not directly linked to any profit inducing expenses. These could include utility bills, repairs and maintenance or other store expenses that do not add or affect your stock items.
Before an operating expense may be captured, categories as well as expense items need to be added to the system first before it is linked. In order to do this, you need to go to BackOffice> Lists> Expenses> Categories:
You will then be presented with the following window. You will need to click on the “+” button and then type in the name of the expense category you would like to add:
I have created the “Utilities” category as seen above.
Once done with this, you need to click on the tick at the top to save the changes:
Once this is done, you will need to go to Lists> Expenses> Expense Items:
Once there, you will be presented with the following window:
In order to capture operating expenses, you need to first create the expense item that you need to capture. You will be able to do this in the above window. The following fields needs to be captured first:
Expense Code - This displays the unique ID code for the selected expense item
Description - This displays the name for the selected expense item
Last Paid - This shows the date that the selected item was last paid for
Category - This displays the category for the selected item
Subcategory - This displays the subcategory for the selected item. This is an optional item used for making more specific selections when capturing expense payments. You may leave this field blank if you wish
Supplier - This displays the supplier of the services for the selected expense. You need to manually capture a supplier onto the system if the supplier does not exist. You can follow this link to show you how to add a supplier to the system.
VAT Inclusive - Here you need to enter the cost of one unit of measure for this expense item
VAT Exclusive - This displays the amount excluding VAT. This figure will work out automatically from the VAT inclusive amount
Order Quantity - Here you select the default quantity for the selected item
Active - Here you can select whether or not the selected item is active or not
VAT Ex. - Here you can select whether or not the item is VAT exempt or not. If ticked, the item does not have any VAT
Once filled in it should look like the below screenshot:
You have now successfully created an expense.
Capturing an Operating Expense
Once you have created the expense item, you can go ahead an capture them as an operating expense by going to Activities> Capture Operating Expenses:
Once there you will be presented with the following screen where you will need to click on the "+" sign:
Once you have clicked on the "+" sign you will be presented with the following window in order for you to select the expense item that you wish to capture and then you need to click on "OK":
Once you have selected the expense item you will be presented with the following window:
NB.: If you do not have the supplier available on the list, please follow the link on How to add a supplier to Aura.
Once complete, the operating expense will be successfully captured onto the system: