On the Expense Allocation Sales screen you can get information about your Expense Allocation Sales documents and filter the results based on different criteria. The screen is divided into three main sections: Header (1), Filter (2) and Result (3).
Within the Header (1) you can find a magnifier button that allows you to show and hide the Filter section –
When the Filter (2) section is shown, on the left side you will find two buttons – Financial Documents and Financial Documents rows. They change the way you see the results below in the Result (3) section.
-
If
Financial
document
is selected, your result section shows information about each
financial document.
-
If
Financial
documents rows
is selected, your result section shows a
row for each particular item within a financial document. For three
different items within the same document, you would see three
separate rows.
The rest of the buttons within the Filter section allow you to filter based on something specific like a Date range, Office, Supplier, Document Type, Payment Method, Tax Template Status, Currency. Most of them are drop down menus where you can select your filters. The different options are described in the table below:
| Option | Meaning |
| Date range (From, To) | Allows you to filter your results based on the date of the financial document |
| Office | Allows you to choose from which office the financial document was issued. If a person is not given permission to work with a particular office, they won’t be able to see that office in the menu |
| Supplier | Allows you to choose from the suppliers that are already registered in your database |
| Document Type | Allows you to pick the type of document – Invoice Expenses, Receipt Expenses, Tax Document |
| Payment Method | Allows you to pick the payment method – Bank, Cash, Cash on Delivery, POS |
| Tax Template | Allows you to pick the Tax Template |
| Status | Allows you to check the status of the documents you want to see – choices would be Allocated or Unallocated. If the status is set to Allocated, you will only see the documents that are allocated and where they are allocated. If the status is set to Unallocated, you will see only unallocated documents. |
| Currency | Allows you to choose between different currencies. |
After choosing the filters you want, you can use the grey magnifier button – , to apply your filters and get your results. Based on your Filter (2) section, the Result (3) section will be visualized differently.
When the Result filter is set to Financial Documents, the Result (3) section will show you the financial documents that happened based on your filter criteria, one financial document on each row. By default, the system will only show you the most used columns:
| Column | Meaning |
| Type | Type of the document – like an expense invoice or receipt |
| Document Number | Number of the document |
| Date | Document date |
| Supplier | Shows the name of the supplier |
| Currency | The currency of the document |
| Amount | The total amount in the document in the respective currency |
| Tax | The tax paid based on the amount |
| Total | The total amount with taxes |
| Allocated in (selected currency) | The amount that’s allocated in the selected currency |
| Allocation | Shows the allocation of the document |
plus
a few extra buttons:
| Button | Mouse over text | Meaning |
 | More info | Shows you more information for the previous column, in this case the account file with aggregated information for this account |
 | Filter on account | Filters by account and will only show you the financial documents for this particular account |
| Allocation | Shows the allocated expenses per document | |
 | More info | Opens more info – the financial document record |
If you want to see more information about your sales, there are check boxes that allow you to add more columns to the list of results:
| Column | Meaning |
| Company | The company which is registered in the system and issued the document, there could be a few companies when there is a holding in place |
| Office | The office where the financial document was issued |
| Status | The status of the financial document – Paid, Due, Override, Cancelled |
| Due Date | The due date for payment of the document |
| Payment Method | The method selected for payment – Bank, Cash, Cash on Delivery, POS |
| Tax Template | Shows the tax template |
| Description | Shows the description of the financial document (if any) |
| Comment | Shows the comment of the financial document (if any) |
| Total in selected currency | Shows the total amount in the selected currency |
The
columns you select are remembered by the system so next time you come
to this screen and apply a filter to search for some orders, your
favorite columns will be shown.
When the Result filter is set to Financial Documents Rows, the Result (3) section will show you a row for each particular item within the document. By default, the system will only show you these most used columns:
| Column | Meaning |
| Type | Expense Debit Note or Expense Invoice |
| Document number | Number of document |
| Date | Document date |
| Client | Shows for whom the document was created |
| Description | Shows the description of the Item |
| Currency | The currency of the document |
| UM | Shows the unit of measurement for the Item |
| Quantity | Shows the quantity sold |
| Price | Shows the price without Taxes |
| VAT | Shows the VAT depending on the Price |
| Amount | Shows the total amount with Taxes |
| Allocation | Shows the allocation of the document |
If needed, additional columns could be shown, the list of additional columns is different:
| Column | Meaning |
| Company | Same as above |
| Office | Same as above |
| Allocation | Shows the allocation of the document |
| Documents |
Shows
the documents attached to the financial document (if any) |
| Total in BGN (or the default system currency) | Same as above |