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The relationship between the project, account, and details is important to understand if you want to be able to produce the reports you desire. They are explained in the next section.

Notice that for project, account, and details you can add a new one by pressing the green +, or select from the existing list.

Amount: Use the local currency for the amount.

Expense types can be either operational or capital. Capital expenses are costs that provide future benefits to your company or ministry. Operating expenses happen during the regular, day-to-day operations, such as fuel for a car or paper and pens. We keep them separate because of how they are handled for tax purposes.

Receipt image: You can take a picture of a receipt or upload a scan of it if you wish to.

Receipt info: You should put some type of unique identification code in this field so you know the exact receipt this expense references. This is less of a concern if you upload an image, but still a useful piece of information. If you have expenses for different projects or accounts on the same receipt, you should add multiple expense records and record the proper amount for each account. You would then use the same receipt info on each expense record. For example: You have a receipt from an auto parts store with brakes for the blue Chevy you are repairing and windshield wipers for the red Toyota. You would add an expense record for the Chevy with the amount for the brakes. You would add another expense for the Toyota with the amount for windshield wipers. Let's assume hte auto parts store is named AutoMax and the receipt ahs the number 18092A on it. You could use AutoMax 18092A to show the store their receipt number as your receipt info on BOTH of the expense records.

Notes are for anything special you want to record for this expense. This is optional.

Expense Terms

Project

Projects are the different finance areas you want to track. Examples:

For some, such as a school, it may be the entire organization, so you'll only have one project.

For others, you may want to follow your finances on multiple projects your organization is running. For example, you may run a day care and also a sewing project for women and you want to track the funds for each. Hence, you'd have two projects in your list.

For someone buying used cars, repairing them, and then selling them, you could make each car a project and that way know how much profit you made on the car.

For a household, you might make your different types of bills an account, such as food, heat, insurance, etc.

Account

We have started you with some general accounts. You can add and delete as you desire.

These are the main areas of your finance. They are mainly where you spend (that is, expenses), but they also can be areas that people give to, that is, income.

For most of the examples above, the general accounts are a good starting point. However, for a household, you might want to track who is spending what. So you could use something like this for accounts: John's Home Credit Card, Sue's Home Credit Card, Sue's Debit Card, etc.

Expense Details

This allows you to follow how the money is used. For example, for wages, you could include the different staff you have as a detail. Then you could see how much each person is being paid.

Transportation is a common expense. You can add them as you go. Just be sure to think about how you are going to use the totals you will get for each expense.

You can leave this blank if you are not tracking the information in a way that you need it.

IMPORTANT: You want to use this field to track things you want to be able to see how much you spent on. Do NOT use it for notes. There is a field to keep track of notes about the expense, such as "I had to stay at a hotel because my car broke down on this business trip."

You should make your expense details thinking about the reports you want, because they will be used to produce reports.

There are also income details, which are a different list than the expense details.

Vendor

These are stores or companies where you purchase items. You can add vendor's as you use them and then keep track of what you spend at a particular vendor. 

Adding Income

Project: Works the same as in the Expense form, see above.

Amount: Use the local currency for the amount.

Income Details

Keeping in mind that the income record has a field that lets you identify the source of the income, this income details field is for tracking a certain type of income. It is not meant for random notes, such as "This was a memorial gift for John Smith." Use the note field for those kind of comments.

You can leave this blank if you are not tracking the information in a way that needs it.

Note: These details are specific to income. In other words, there is a set of details for expenses and a different set of details for income.

Source Type

These are the different types of sources you get income from. The system starts with individuals and organizations. You can add others that you need for your organization.

Source of Income

This is the different places where your income comes from. For example, if parents are paying fees for students, then you would have the parents' names here.

Tax

The optional tax field allows you to select a location where taxes we collected on an income item. This way you can see get a report that shows your income and the amount of taxes you collected to be paid to the government. 

If this is a new location, just press the + to add the location and tax percentage. 

Foreign Currency

This is used if you get income in a foreign currency. You can show the amount given in the foreign currency. However, the amount in the income record should be in the local currency.

Listing & Editing Records

Let's say you added an Income Detail but you misspelled something and want to fix it. To do this:

• Click on Menu

• Click on the List icon before IncomeDetail

• You will see a list of all your Income Details.

• Click on the Edit icon in front of an Income Detail and the page for editing will open

Reports

There are a few general reports for income and expenses.

For a particular data table, use the list option to see what you have. For example, if you want to see the Foreign Currency, press list on the main menu.

If you want additional reports, send an example to IT@TecMsaada.plus.

Build Report

This feature allows you to build an income and expenses report for a given period of time, such as a quarterly report. You can also choose to show details or not.

Budget

Click here to go to the budget page. 

Travel Record

This allows you to track your travel mileage/kilometers. This is meant for use with your own vehicles. Some government allow you to get reimbursed for the miles you put on your own car. If you are traveling by a taxes, that would go under expenses. If your government does not allow you to claim mileage, then you should record your gas as an expense. 

You pick the project and account to which the travel relates and fill in the other details.

Odometer is the instrument that shows you the number of miles/kilometers your vehicle has traveled.