Effectively managing project expenses is essential for staying within budget and ensuring financial accountability. Without the right tools, tracking expenses can quickly become overwhelming, resulting in missed deadlines, unexpected overspending, and decreased project success.

Managing expenses in onProject will help you organise and document your spending accurately. By tracking expenses in real time, you will stay within budget and generate clear, precise expense reports.

To add expenses to your project, follow these steps:

1. Go to the Expenses menu in your project.

2. Click the + Add button.

3. A pop-up will open for you to enter expense details.

4. In the Date field, select the date when the expense occurred.

Note: If you have selected instalments management, you will see a drop-down field Instalment where you can choose the corresponding instalment for the expense.

5. Provide a brief description of the expense in the Expense description field.

6. In the Budget item field, select the budget item corresponding to the expense. 

Note: If your project includes Instalment Management and you have selected an instalment from the drop-down field, the Budget Item drop-down field will only show budget items that correspond to the selected instalment. This has been set during the Budget Allocation process.

7. In the Supplier field, select the person or the organisation to whom the expense has been paid.

Note: If you cannot find the supplier in the dropdown list, search for it in the blank field or add a new supplier by clicking on the +New. To modify existing supplier information, select the supplier from the dropdown menu and click on Edit.

8. Enter the total amount paid in the Total Amount field, and specify the total quantity included in that payment. If there is no quantity, enter 1.

9. In the Currency drop-down menu, select the currency in which the expense was paid. If the paid currency differs from the reporting/project currency, provide the exchange rate, and the total amount will be automatically calculated for the project currency. If the paid currency is the same as the project currency, enter 1 in the Rate field. 

10. If you want to include additional information about the expense, such as tax amount or invoice number, click on + Add more details. This step is optional. 

11. Click Save to save the expense. You can edit or delete it later by clicking the corresponding icon next to the expense entry. 

12. Continue adding other project expenses as needed.

Note: To search for expenses by a specific budget category or instalment, if applicable, click on the Filters button.