Please note:
You should only add an expense to the statement directly when this expense is NOT in connection with any booking.
If it is in connection with a booking, please add the expense directly in the owner payment tab of the booking.
- Go to Agency > Commission statement.
- Click the cog to the right of the owner.
- Select Statement.
- At the top right-hand side in the Record payment / expense section select Expense on behalf of owner.
- 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, click on the Calculate gross link.
If you click it, the amount you previously entered will be adjusted. The VAT will be added.
- 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 of where the money is going.
You can usually ignore the Expense code - unless you export to SAGE.
If you have set up commissionable booking extras (as per this help centre article), you can select the required code for this extra from the drop down.
- Add Gross commission amount GBP, VAT on commission and/or Overseas tax if required.
Again, you can use the Calculate gross link for the calculation of the gross amount for the Gross commission amount GBP.
- Enter a caption e.g. Extra flower arrangement.
- If you are using Payment references, add one.
- Select the Date, the expense is to show on the statement.
- Click Save.
- Navigate to the booking and click on Owner payments tab.
- Enter a Description in the text field, a date and the amount of the expense.
- Select Expense on behalf of owner from the drop-down list.
- Click Save.
Please note:
The Description will 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(s) already showing in the owner payment tab.
Please note:
If you are using a date which is not close to the already used payment dates, please remember that the owner might see the expense in a different statement from the other payments for this booking.
Please 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.
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.
- Go to Agency > Commission statement.
- Click the cog to the right of the owner.
- Select Statement.
- At the top right-hand side in the Record payment / expense section select Expense on behalf of owner.
- 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.
- Select a Supplier.
It is important to select a supplier so that the expense is correctly debited on the supplier statement.
You can usually ignore the Expense code - unless you export to SAGE.
- Enter a caption e.g. Credit note from Flowry Dreams.
- If you are using Payment references, please add one.
- Select the Date, the expense is to show on the statement.
- 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.