What this page is for
Stop typing the same costs every month. Schedules record an expense on a day each month. On the Expenses page, Copy copies last month's fixed expenses, or the ones you tick, into a month.
Who can use it
Manage expense schedules (by default Admin and Finance). Copying needs Copy expenses to another month (Admin, Finance, Operations).
How to add a schedule
- Choose the unit (or Company), the category, the amount, VAT and currency.
- Choose the day of the month, the start date and, if it stops, the end date.
- Add the supplier and description, and select Save.
How to copy expenses
- On Expenses, select Copy.
- Copy fixed expenses: choose the month to fill; last month's expenses in fixed categories are copied into it.
- Copy the ticked expenses: tick expenses in the list, choose the month, and select Copy ticked expenses.
Fields and columns
| Field | Meaning |
|---|---|
| Day of the month | The day the expense is dated. 29, 30 or 31 use the last day of shorter months. |
| Starts / Ends | The first and last dates it may record. |
| Last recorded | The last month it recorded an expense. |
Statuses and automation
- Schedules are checked every hour and record what is due in your timezone. A month missed while the system was down is caught up, at most one month back.
- Copies keep the day in the month and skip expenses already in the target month (same source, or same unit, category and supplier) and units no longer in use. Running a copy twice only adds what is missing.
- Copied and scheduled expenses follow approval rules like any other expense.
Settings that change this page
Expense categories: which are Fixed.
FAQs
Does changing a schedule change past expenses? No. Only future ones.
Troubleshooting
| Problem | What to do |
|---|---|
| A schedule did not record | Check it is Active, has started and has not ended. |
| Copy fixed copied nothing | Last month has no expenses in fixed categories, or they were already copied. |