Please Note: This article relates to both the TM2 and TM3 versions of the desktop software.
*Please be aware only System Administrators, Financial Practice Admins, Financial Power Users can access the Expenses tab*
The Expenditure section will allow you to use many different search fields to help you locate expenses efficiently. Expenditure Search is at the top of the expenditure section. From here users can search for expenses; to search for an expense, populate the search field and press the Search button. To quickly remove the data you have entered into the search fields, click the Clear button.
There are two different search parameters users can use:
- From - this field allows the user to enter a date. Any expense on or after that date will be shown.
- To - this field allows the user to enter a date. Any expense on or before that date will be shown.
The next part to the expenditure section is how to sort expenses, as previously mentioned. Users can sort expenses in different ways. One of which is to Drag a column header to the grey area to sort the records. Column headers are such things as Description, Category etc.
Using this method a user can add more than one search parameter. The example above is sorting the expenses by Category. This will group the expenses in the category they are assigned. These categories can be changed or added to within TM2 options. To remove this search drag and drop the selections anywhere below the grey space.
Another way of sorting the expenses is by clicking on the column header. This will sort the expenses into ascending order on the first click and descending order on the next click. Using this method you can only sort one column at a time, wherein the first one you could sort multiple columns. A user can tell what column(s) are being sorted by the arrow on the column header. When it is an up arrow it is sorted in ascending order and down signifies a descending order sort.
If a user wants to add a new expense, they can do this either by clicking the white page on the top left or by right-clicking in the white space and select new expense. Users can also edit the current expenses and delete reoccurring expenses by double-clicking on the expense or right clicking on the expense and selecting Edit Expense.
Reference - this is a unique number for the user to add in to help keep track of stock. This is not an essential field but to make it easier to search for items it is advised to use this field.
Date - this is a date field that is used to enter the date the expense was created in TM2. This can be set to any date.
Category - this drop-down is for identifying what category the expense comes under. The default category is Wages but additional expense categories can be added within TM2 options.
Payment Method - this drop-down is for selecting what payment method was used to pay out the expense. Additional payment methods can be added in within TM2 options.
Cheque Number - this field becomes active if Cheque is selected in the Payment Method. This is an optional field.
Card Type - this field becomes active if Card is selected in the Payment Method. This is an optional field and as mentioned above, additional payment methods can be added in TM2 options.
Supplier - this field can be used to link a supplier to the expense. There is no default supplier in TM2 but the user can click New to add a new supplier. This will bring up an additional window for the user to fill out details about the supplier. Once created the supplier becomes available in the drop-down box. This is an optional field
Description - this text field is optional but has is important when wanting to find expenses. It is up to the user to put a relevant description matching the expense.
Location - this drop-down will be set to the location you are creating the expense for. Depending on how many locations you have set up in TM2, you can select the drop down box and select the location you want the expense to be linked to.
Pricing - these fields are for the user to enter the amount of the expense. This can be edited if a mistake is made.
Reoccurring Expense - if this checkbox is selected it will allow the user to add a reoccurring expense for the clinic, for example, a phone/internet bill can be set up as a direct debit to create a reoccurring charge once a month within TM2. Only reoccurring expenses can be deleted.