Expenses by Contact report

The Expenses by Contact report shows the people and businesses where you have incurred expense transactions in a chosen period. The Expenses by Contact report is the older version of the Contact Transactions – Payables and Contact Transactions – Cash reports.

Your user role will determine whether you can see this report, and if so, whether you can edit, save and publish it, or just view it. This report is also available as part of the Management reports which you can access if you have the Adviser user role.

Run the Expenses by Contact report

  1. In the Reports menu, select All Reports.
  2. Under Purchases, click Expenses by Contact.
  3. Select a Date, a Period, and another period to Compare With.
  4. Click Update to view your report.

Expenses by Contact report showing list of contacts and amounts for January 2011.

Expenses by Contact report options

If you are viewing a report produced by someone with the Adviser user role, you may see notes or a summary on the report. You may be able to export, archive or edit the report, depending on your user role

Date

The month you want to run the report for.

Period

Choose from 1, 2, 3, 6 or 12 months as the time blocks for each column on the report back from the month chosen to run the report for.

Compare With

Choose how you want the periods compared based on the time block chosen. You can choose up to 11 periods back from the date of the report. For example:

If you choose the period as 'month' and the comparison as 'Previous 6 periods' the report will display the previous 6 months.

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If you choose the period as '3 months' and the comparison as 'Previous 6 periods' the report will display 6 blocks of 3-months before the date chosen to run the report for.

reports - expcont - by 3 months.png

Update

When the details of the report you want to run are entered or updated, click Update to re-generate the report.

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View the Expenses by Contact report

The Expenses by Contact report is generated for the current month showing a monthly breakdown compared to the last three months by default.

How transactions display

  • Contacts where expense transactions have occurred during the time period are displayed alphabetically.
  • This report excludes employee contacts, which are covered in the Payroll by Employee report.
  • The amount spent for the Contact in each month is shown and a total for the periods displayed is shown.
  • Transactions will display for this report whether they have been paid, partially paid or reconciled, it is a report from the perspective of where expenses are occurring.

Contact transactions

Note: regardless of the date of a transaction, its amount will only be recorded against an account in your chart of accounts once it has been approved i.e. bills that have been approved and are on the Purchases Awaiting Payment tab, or expense claims that have been authorised. Spend Money bank transactions display immediately.

View individual transactions

Click on the Contact name to view all expense transactions (including credit notes) to date for this business or person.

Click on contact name to view transaction details.

Transactions report for the contact.

Click on an amount to view the individual transactions that make up this amount.

Click amount to view transactions going into it.

The transactions displayed will be those that occur in the month chosen.

Transactions for Contacts are displayed using a Contact Transactions report which you can drill further into to view the source invoice, bill or bank transaction.

If you have the Adviser user role you will also be able to Save as Draft, or Publish this report and change the default PDF preferences. If you're using Partner Edition your practice logo will display if your Principal has set it up.

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