Expenses Overview

Pay bills, manage expenses, and track vendor history.

In this article

Getting Started | Common Use Cases | Features | Enhancements | Sample Reports

Getting Started

Accounts Payable, which is called Expenses in EBMS, is the module used to record purchase orders, expense invoices, and vendor information. Vendor is defined as any company or person that is paid money for products or services. Important information connected with vendors, such as vendor account details, contact information, financial terms, and purchase history, is conveniently recorded for review and use within the Expenses module.

Purchase orders can be conveniently entered and processed into expense invoices using the same entry window as a normal prepaid or charge invoices. The purchase order entry window contains convenient purchasing tools such as showing the last item cost and distributing freight costs. Manual check entry and issuing a quick check are a few of the features found within the invoice entry window. Complete vendor history and inventory purchasing information is maintained for an unlimited number of years. Vendor payments can be generated as down payments, partial payments, or standard payments based on due dates and other criteria.

EBMS also includes flexible financial terms and discount processing, 1099 information, user-defined vendor contact information, and purchasing and receiving tools. The software allows voiding of checks and invoices or adjustments and maintains a complete audit trail of the transaction changes.

The Expenses module collects and records a variety of purchasing information, expense invoices, and payment information that can be printed. Purchase orders, check registers, vendor reports, and bank account history are a few of the available reports.

Review the following documentation for more information on the following aspects of Accounts Payable and Expenses:

• Vendors:  Review Changing Vendor Information for more information on organizing and creating vendor records.

• Purchase Orders: Review Purchase Order Overview for a description of how to use purchase orders and process them into an invoice.  

• Expense Invoices: Review Entering a New Vendor Invoice for details on creating expense invoices.

• Vendor Payments: Review Selecting Invoices to be Paid to process payments to vendors.

• Landed Costs: Review Landed Cost Overview for steps to increase the value of inventory items beyond the purchase price.

• Fixed Assets: Review Fixed Asset Depreciation Overview for details on processing fixed assets and processing depreciation to date.

• Jobs: Review Job Management Overview for instructions to manage jobs.

• Bank Accounts:  Review Bank Account Overview for instructions to create and manage bank accounts.

Common use cases

Track Vendor & Purchasing History