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Last updated on Aug 28, 2026
Every field on the Expense Transaction screen, what it does, and when to use it.
Important Expense Fields
| Field | Definition |
|---|---|
| Item | Choose the Expense Item for the expense. The drop-down shows the items you set up under Expense Items. When you select an item, the system automatically populates the item's duration, amortization method, and billing method. |
| Amortization Method | Specify how the system calculates the expense-recognition schedule: daily, monthly, or another predefined method. |
| Billing Method | Choose the frequency with which the vendor bills you (or you pay the commission). For example, if a rep earned $12,000 commission but you pay quarterly, you could select Quarterly to generate four bills of $3,000 each for separate tracking. Most customers select All on Bill Start Date when the transaction and payment amounts match. |
| Dates | These fields determine the period for the expense entries and bills. The Start Date sets the first bill date and the first expense-recognition entry. |
| Amount | Enter the total expense amount. If you use the Multi-Currency advanced workflow, enter the local-currency amount here. |
| Paid Date | If this expense has already been paid in full, enter the payment date here. If you will pay over multiple bills, leave this blank and record each bill's payment when appropriate. |
| Customer Contract | If the expense relates directly to a revenue-bearing Customer Contract (for example, sales commissions), select the Customer Contract from the drop-down menu. This makes navigation and reporting easier. |
| Recognize | If you do not want the expense's recognition schedule to appear in reports, uncheck this box. This is checked by default. |
| Permit Imbalance | Check this box to suppress the out-of-balance warning that otherwise appears when the Expense's transaction amount doesn't match its total scheduled bills or expense entries. A checked expense is also excluded from the Out of Balance filter on the Expenses list. |
To record an Expense Transaction using these fields, see Manage Expenses.
To set up the Expense Items referenced by the Item field, see Configure Expenses.
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