Expense Invoice

Add job expense invoices against the Cost Control > Cost Centre > Budgets. Then send them into XERO or MYOB as you go.

Cost Centre
This is the Cost Centre budget you want the Expense Invoice cost allocated against.
Supplier
This is the Supplier name of the expense invoice. This is a required field to enter.
Description
This is to enter the suppliers invoice description of what the invoice is for.
Send to XERO

Send to MYOB

Allows you to send Expense Invoice details to XERO or MYOB. Ensure you have setup the Send To fields correctly and fill-in all other required fields then select the Send to XERO or MYOB button at the bottom of the Expense Invoice window.

The Send To fields will auto-fill if you have setup the XERO or MYOB connection, and the Suppliers contact details have been entered into the Suppliers view with their Expense Accounts allocated. See Suppliers Settings to learn how to import supplier details.

Once you have entered all Expense Invoice details, you can then send them directly into XERO or MYOB by selecting Send to XERO or MYOB.

Supplier

In your accounting software, this will be the Supplier name of the Expense/Purchase Invoice of the goods.

Expense Account

In your accounting software, this is the allocated expense account for the selected supplier.

Payment Account

In your accounting software, this is the bank account you make payments from to pay the job Expense/Purchase Invoices.

Job

In your accounting software, this is the tracking category and or job number setup to match the same SoloAssist Job # number.

Notes
This is used for internal expense invoice notes only. It will not show anywhere and will not send to XERO or MYOB.
Job #
The job number should be showing here. It's entered in Job Details when first starting a new job/quote. The same job number should be used in your accounting software so they match. Double-clicking on the Job # field will open the Job Details to edit.
Invoice #
This is the Invoice # of the suppliers expense invoice for the job.
Date Invoiced
This is the date you were issued the Expense Invoice from your supplier.
Date Due
This is the due date of the expense invoice to be paid by.
Status
This is the Expense Invoice payment status. It automatically displays from the expense invoice total entered and its payments added. Each Expense Invoice status will also display in your Cost Control Status column.

Status Types

Unpaid

Partly-Paid

Paid

Over-Paid

Credit Unpaid

Credit P/Paid = (Credit Partly-Paid)

Credit Paid

Credit O/Paid = (Credit Over-Paid)

Payments
Add payments to the Expense Invoice.
Total Payments
This is the total payments added into the expense invoice.
Owing
This is the total amount left owing on the expense invoice, after any payments have been added.
Total (ex. GST)

GST

Total (inc. GST)

This is the total amount of the expense invoice to be paid. Excluding GST, GST, and Including GST, or you can deselect GST if not applicable.
Attachments
Attach your suppliers invoice via drag & drop or manually.

a) SoloAssist only accepts expense invoice attachments in PDF file format.

b) Currently you cannot drag and drop invoices from emails directly.

Next Invoice
Adds the current expense Invoice details into to its Cost Centre and opens a new expense invoice ready to add the next lot of details.
Opens the SoloAssist Help Centre to its instructions and user tips.

Troubleshooting

Expense Invoice status incorrect

If your Cost Control or Expense Invoice Status displays incorrect. It means the Expense Invoice total has been changed after a payment has been added. To correct the expense invoice status, remove its Payments, close the Payments window, then reopen it and re-enter your payments.

Expense Invoices won't attach

Expense Invoices won't attach for the following reasons:

1) Only PDF files are accepted.

2) The PDF file needs to be download or saved onto your device locally first. PDF files won't attach directly from your email or a 3rd party web platform.

3) The PDF file format is failing to be accepted. You can test the PDF file format by opening the PDF file in e.g. Adobe Acrobat, then resave the PDF file through your Print system selecting the Print driver as Microsoft Print to PDF to reformat the PDF file. Then try attaching the newly formatted PDF file into the SoloAssist Expense Invoice again.

4) Your SoloAssist Expense Invoices Folder Location is unreachable. Check your SoloAssist Home menu ► Options ► Expense Invoices Folder Location is reachable. If not, it won't accept PDF files to the folder location to save on your device. e.g. External hard drive not connected, or your user permissions access locally, OneDrive, Dropbox, Google Drive, or other, may need authorisation granted.