Check out this article to learn more about Expenses in Holded and everything you can do from this section.
Get there
- Go to Expenses in the navigation menu
- Select Expenses
From the expenses list, you can consult all the purchases, purchase receipts, and purchase refunds that you have previously created or imported, as well as perform multiple additional actions with these documents.
All the expense documents registered in this list generate journal entries in the Accounting > General ledger.
Managing the list of expenses
Customize the view
Holded allows you to customize how you view the expenses list. You can quickly select those columns with the items you want to appear:
- Click the two-column icon just below the export button
- Check the boxes of those items that you want to be displayed in the columns of the list
Those options marked with * are only available if the corresponding gem has been activated from the Holded Store.
| Date | Corresponds to the date of issue of the invoice |
| Num | Invoice document number |
| Internal num | This field will appear when you activate the option from Settings > Invoicing |
| Due | This is the deadline for paying an invoice |
| Supplier | Name of the contact registered in Holded |
| Description | The concept of the first line of the invoice is displayed |
| Tags | Labels to filter your documents easily |
| Account | Corresponds to the expense account used to segment your expenses |
| Project | It is used to view the associated projects with each expense document |
| Subtotal | It is the taxable amount (quantity * price excluding tax) |
| IVA (VAT) | Total amount of taxes on the invoice |
| Withholding | Total amount of withholdings on the invoice |
| Employees | This field is not available in the list of expenses |
| Rec. de eq (equivalence surcharge) | Equivalence surcharge |
| Total | Total invoice amount, including taxes |
| Paid | Total amount paid |
| Pending | Total amount outstanding |
| Status | Paid, Pending, Due |
| Payment date | Date of first payment |
| SII* |
Check this option to visualize the status for each of the documents in the list, as far as the SII filing is concerned |
| Deduction date |
Tax period where you want to deduct your purchase invoices and purchase refunds |
It is not possible to change the order of the columns, but you can organize the information in ascending and descending order. On the other hand, if you work with lists with many lines, you can always activate the Performance View from the three-point menu (⋮). Note, however, that this view, unlike the normal view, will not allow you to sort the columns from highest to lowest, and you will only be able to search by document number.
Filter and segment
You can narrow your searches in the expenses list by means of the available segments and filters.
Use predetermined segments
- Go to the drop-down menu on the upper left side
- Select the segment you want to visualize
| All | All expense documents that have been generated are displayed |
| Paid | Only expense documents that have been paid in full are displayed |
| Pending | Documents pending payment are shown |
| Overdue | Documents for which the payment date has expired are shown |
| Pending + Overdue | All overdue and unpaid documents are displayed |
| Partially paid | Documents that have not been paid in full are displayed |
| Approved | Only approved documents are displayed |
| Not approved | Only documents that have not been approved yet are shown |
Use predefined filters
- Click on + Filter
- Select one or more of the available filters:
Those options marked with * are only available if the corresponding gem has been activated from the Holded Store.
| Status | The status correspond to all the main segments: Pending, Paid, Partially paid, Due, Pending + Due |
| Type | To visualize documents in a given category: Purchases, Receipts, Purchases refunds |
| Subtotal | To view expenses with an amount Equal, Greater than, Less than a given figure |
| Expense account | To filter those expenses that are assigned to specific expense accounts |
| Approved | To distinguish between those expenses that are approved or not approved |
| Draft | To differentiate between those expense documents that have been saved as drafts and therefore have not been transferred to accounting |
| Attached document | To distinguish between those expense documents with or without attachments |
| SII* |
You can choose among: Pending (SII options have been configured but the document has not been sent yet), Rejected (document has been rejected), Accepted (document has been accepted), Accepted with errors (errors have been detected), Not configured (no SII options have been configured for a given document yet) or Cancelled (document has been sent to the SII and accepted, but has been cancelled afterwards) |
Save custom filter combinations as segments
- Make your filter selection
- Click Save segment
- Type a name for your new segment
- Hit OK
The new segment will be accessible from the drop-down menu, so you can easily select it when you need it.
You can also use the search bar to perform keyword queries or use the time selector to limit the results to a specific time range.
Edit expense documents
- Go to the expense document line you want to modify
- Click on the three-point menu (⋮) to the right of it
- Select the action you wish to perform:
Edit The invoice will open with the fields to be edited directly Duplicate A new invoice will be created in edit mode with the same information, but with a different invoice number Delete The invoice will be deleted and will not appear in the list
Export
To export your complete list of expenses:
- Click on the download button to the right of the time selector
- Select the export option of your choice:
- Export Excel
- Export PDF
- Google Sheets
- Export items
Execute actions in bulk
- Select multiple expense documents from the list by checking the boxes to the left of them
- Choose the action in bulk to perform from the bottom bar:
| Approve | You can directly approve multiple documents from the list |
| Assign | You can assign common tags to the documents you have marked in the list |
| Set expense account | You will be able to assign a common expense account to the selected expense documents |
| Add payment | Mark several documents from the list as paid at the same time. You can select the bank and the date you want to use |
| Download PDF |
All PDFs of the selected invoices will be downloaded in .zip format (up to a maximum of 50). Please note that this option only works if there are PDF documents attached |
| Delete | Invoices will be deleted and will not appear in the list |