Recording an Event Expense with Lines and a Receipt
How to add an expense on an event, by hand or by dropping receipt files, set its payee, budget line, date and lines, and clear the problems that flag it for review.
An expense records money the event spent without a purchase order. You add expenses on the event's Expenses page, under Resourcing, which is available to event admins. Each expense has a name, a payee, a date, an optional receipt file, an optional budget line, and lines that add up to its total.
Add an Expense by Hand
Open a new expense
Name it and choose the payee
Type the Expense name, for example "Ice run, load-in day". Leave Payee as No payee if the company paid, or choose the crew member or collaborator who paid out of pocket.
Fill in what you know
Add the lines
Save
Only the name and the payee are needed to save. Attaching a receipt while the panel is still new saves the expense straight away, because BackOps needs a saved expense to read the receipt into.
Add Expenses by Dropping Receipts
When you have a pile of receipts, drag the files onto the expenses table. Each image or PDF becomes its own expense, named after the file, with the receipt attached, no payee, and receipt reading already started. You can drop up to 50 files at a time; drop the rest in a second batch.
The new rows are deliberately incomplete. Open each one to set the payee and budget line, and to accept what was read from the receipt.
Edit an Expense
Select an expense in the table to open it. Changes save as you make them. You can also edit the payee, date and budget line straight from their cells in the table.
The open expense shows two more rows once it is saved. Order shows the order the expense is on, if any, and Payment shows whether it is Recorded, Owed or Paid. Both are covered in reimbursing crew and collaborators.
Problems and the Review Column
An expense always saves, even when it is missing something. Instead of refusing it, BackOps flags it. The Review column reads Needs review for any expense with a problem and Complete otherwise, and a warning icon on the row lists the problems:
| Problem | Means | Fix |
|---|---|---|
| No date | The expense has no date | Set the Date |
| No lines | The expense has no lines, so no amount | Add a line |
| Total is zero | It has lines, but they add up to zero | Correct the Qty or Unit price |
Filter the table on Review to work through everything that needs attention. Removing the last line of an expense is allowed; it just flags the expense again until a line is back.
Choose the Budget Line
The Budget picker lists the line items of the event's Accepted and Paid proposals, grouped by proposal, with how much each line budgeted and how much of it is already used. Lines that are over budget are marked. Choose Clear budget line to make the expense unbudgeted again. If the event has no accepted proposal yet, the picker says No funded proposals on this event; the expense can still be saved and linked later.
One expense points at one budget line. If a receipt covers two lines, record it as two expenses.
Delete an Expense
Use the row's menu and choose Delete. Its lines go with it, and if the expense was on an order for payout, its line on that order is removed too and the order's total drops.