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Should I create expense items automatically for all new accounts?

We recommend considering each new account. That way you adjust the forecast for the whole project, not just the cost that has arrived.

We recommend considering each new account one by one. When an invoice stops because the account is missing as an expense item, it is a good opportunity to adjust the forecast for the rest of the project.

Why consider each account?

  • You get the question: Why are we spending money on something that wasn't planned?

  • You can estimate how much needs to be set aside going forward, not just include the cost that has arrived.

  • The forecast becomes more realistic than if new costs are just added as they come.

How to do it

  1. Find the invoice that has stopped in Invoice.

  2. Go to Setup and Operation and click + Expense item at the top right.

  3. Select the account in the Invoice import automation field under Invoice import, so that the invoices on the account end up on the expense item.

  4. Enter a forecast and distribute it going forward in the Cost Price Estimate tab.

  5. Save. The invoice then comes in on the expense item.

The page for an expense item in Setup and Operation, the General tab, with the Invoice import section open. 1 points to Invoice import with the Select all switch and the Invoice import automation field, where you select which general ledger accounts should be posted automatically to the expense item.

The alternative

You can create expense items for all relevant accounts in advance with 0 kr. The invoices then flow straight in without stopping, but you lose the assessment of what is coming going forward.

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