Track costs and spend

Finance is the money record behind your maintenance work. Labour and parts arrive on their own — from logged time and stock used — and you add anything else by hand. Every money event is written once to the Ledger and never rewritten, which is what the spend summary, profit and loss, and receivables views read from.

Costs fall into four categories: Labour, Parts, Vendor and Other.

Add a cost to a work order

1. Open the work order and select the Costs tab.
2. Select Add cost.
3. Enter a Label describing what the money went on.
4. Enter the Amount and choose the Currency.
5. Choose the category.
6. Add a Memo if the amount needs explaining.
7. Save the cost.

Use Add multiple when you are entering several costs from one invoice.

Note

Costs Belrald Assets generated for you cannot be edited or voided here — that covers logged time, stock used, and vendor invoices. Correct the source record and the cost follows.

Correct a mistake

Nothing in finance is deleted. To correct an entry, select Void, give a Reason, then select Void cost. Belrald Assets posts a reversal to the ledger and leaves both entries visible, so the trail shows what happened.

Post the corrected amount as a new cost afterwards.

Caution

An entry can only be reversed once. If you reverse the wrong entry, post a fresh corrected entry rather than trying to reverse the reversal.

Read your spend

Finance → Spend Summary groups spend By location, By category or By period over a Date range, and shows the FX provenance behind any converted figures.

Note

A spend summary covers at most 366 days. For a longer view, run a report from Insights → Reports.

The other tabs cover Profit & Loss, Receivables (populated once tenant billing is in use), the raw Ledger and FX rates. Depreciation and Budgets are separate features that may not be turned on for your workspace — if a tab is missing, that is why.

Browse the ledger

The ledger lists every posting with its sequence, kind, amount, currency, source and period. Kinds include cost, committed spend, actual spend, revenue, receipt, refund, write-off, disposal gain, disposal loss, depreciation and retention held or released — so you can see exactly which part of the product created an entry.

To reverse a ledger entry directly, select Reverse, enter a Reason of at least five characters and select Post reversal. Reversal is restricted to owners.

Currencies and FX

A cost keeps the currency it was incurred in. Conversion happens when you read a report, not when you post, so historic entries never change under you. Owners can Refresh rates or Override rate on the FX rates tab.

Close a period

Closing an accounting period stops it drifting. Type the period name to confirm.

Caution

After a period is closed, a backdated entry is posted into the current open period instead, and the redirect is recorded. Reconcile before you close.