Expenses in tracezilla
tracezilla makes it easy to keep track of your expenses when you process and trade food. You can attach expenses to an order, a delivery or a specific lot. When the expense is attached, it will be included in the calculation of the lot value.
If the expense is attached to an entire order or delivery, the expense will be distributed on the different lots on the order or delivery based on net weight. When you have attached the expense, it will appear on the order, delivery or lot when you click the tab Expenses in the bottom of the order.
To view all your expenses, select Financials in the top menu and click Expenses in the drop-down menu.
Transfer of expenses from e-conomic
If you have an integration to the accounting system e-conomic, you can transfer your expenses from e-conomic.
- Select Financials in the top menu and click Expenses in the drop-down menu.
- Click Pull from e-conomic in the upper right corner.
- Attach your expense to an order, a lot or a delivery as described below.
If you don’t have an integration to e-conomic, you can create your expenses manually.
- To create an expense, click Financial in the top menu and click Expenses in the drop-down menu.
- Click Add Expense in the upper right corner.
- Enter supplier, invoice number, invoice date and payment date.
- You can choose to select a default category which will be pre-selected every time you add an expense line. You can change the pre-selected category for each expense line.
- Check that currency and currency rate are correct.
- Set the status of the expense (internal, attach/verify, approved, partially paid, paid, overpaid, written off).
- Click Save. When the expense is created, you can add expense lines as they appear on the invoice you received.
- Click +Add empty line.
- Indicate a Memo. If you give the line a name it is easier til recognize it later.
- If you have selected a default category, this will be selected in the Category field. You have the option to select another category by clicking on the field so that a list appears.
- You can add a tag to the line. Read more about tags.
- In the Attach field, select the order type from the list to which you want to associate your expense line. Then select the specific order.
- Enter the price of the expense. If the price includes VAT, you can put a check mark in the field DK VAT.
- You can then add more lines. When you have finished adding expense lines, click Save Lines.
- Go to Financials in the top menu and click Expenses in the drop-down menu. Now you can mark your expenses as Approved or Paid using the quick buttons in the end of each line. You can see all expenses by using the Statussearch filter on the left side and selecting All.
- If you wish to change the status to Partially Paid, Overpaid or Written Off, you can click the expense.
- Click Edit.
- In the field Status you can select a new status fra the list. Click Save.
How is the actual cost price distributed on the order when an expense is attached?
When you attach an expense to an order a category is selected. The category has an impact on how the cost price is distributed.
Expenses regarding shipping, payroll and analysis are distributed on lots according to weight so that the largest cost will appear on the lot with the highest weight. The costs regarding the remaining categories are broken down by price.
Special circumstances regarding the category Purchase
When creating a lot line on a purchase order a unit price is entered. This price is the expected amount which is used as a distribution key when the expense category is Purchase.
This means that if the total amount for a purchase order is DKK 1,200 and there are two lots on the order with the entered expected price of resp. DKK 500 and DKK 700, then the price will also be distributed as follows when the expense is linked to the total purchase order.
In case the expense is slightly higher on the actual invoice (received at a later stage) than the entered expected amount eg. DKK 1,250 in stead of 1,200, the expense will be distributed resp. 520.83 kr and 729.17 kr.
- DKK 700 constitutes 58.33% of the original total amount of DKK 1,200.
- DKK 500 constitutes 41.67% of the original total amount of DKK 1,200.
The same percentage ratio is used to calculate how much is to be distributed on the individual lot.