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How do I add an expense to an owner?

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Adding an expense in the owner statement
  1. Go to Agency > Commission statement.
  2. Click the cog to the right of the owner.
  3. Select Statement.
  1. At the top right-hand side in the Record payment / expense section select Expense on behalf of owner.
  2. Add the amount of the expense.

Please note:
If you add the amount first and then change the type of payment, the amount will be deleted.

Please note:
If you need to apply VAT on the expense, and want to calculate the gross, tick the Calculate gross link.
If you click it, the amount you previously entered will be adjusted. The VAT will be added.

  1. Select a Supplier.
    You would do this, if you need to pay an external service provider, e.g. the gardener. This allows you to keep a reference on where the money has been going.

You can ignore the Expense code, except this is a XCover expense.

  1. Add Gross commission amount GBP, VAT on commission and/or Overseas tax we required.
    Again, you can use the Calculate gross link for the calculation of the gross for the Gross commission amount GBP.
  1. Enter a caption e.g. Extra flower arrangement.
  2. If you are using Payment references, add one.
  3. Select the Date, the expense is to show on the statement.
  4. Click Save.
Adding an expense directly within a booking
  1. Navigate to the booking and click on Owner payments tab.
  1. Enter a Description in the text field, a date and the amount of the expense.
  2. Select Expense on behalf of owner from the drop-down list.
  3. Click Save.

Please note:
The Description wil show in the statement. It should be something that makes it clear to the owner why they were charged this amount.
The date should be the same or close to the payment date already showing in the owner payment tab.
Do not enter a negative amount and select Payment due to owner from the drop-down menu.

You will see the expense added as a new line. This will automatically be deducted from the overall amount due to the owner.

Adding a supplier credit note to an owner statement

If you receive a refund from a supplier, which needs to be paid to the owner, you can use a negative Expense on behalf of owner.
This would result in the owner being credited the money in their statement and the supplier is seeing a debit note in the supplier statement.

  1. Go to Agency > Commission statement.
  2. Click the cog to the right of the owner.
  3. Select Statement.
  1. At the top right-hand side in the Record payment / expense section select Expense on behalf of owner.
  2. Add the amount of the expense.

Please note:
If you add the amount first and then change the type of payment, the amount will be deleted.

Please note:
If you need to apply VAT on the expense, and want to calculate the gross, tick the Calculate gross link.
If you click it, the amount you previously entered will be adjusted. The VAT will be added.

  1. Select a Supplier.
    It is important to select a supplier so that the expense is correctly debited on the supplier statement.

You can ignore the Expense code, except this is a XCover expense.

  1. Enter a caption e.g. Credit note from Flowry Dreams.
  2. If you are using Payment references, add one.
  3. Select the Date, the expense is to show on the statement.
  4. Click Save.

The screenshot below shows what the owner would see in their statement.

This is the same entry in the supplier statement.

Refer to the paying owners training video to see adding expenses to bookings and statements.

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