Record an expense without a vendor invoice (Other Payment)

There may be times when you need to record an expense when you don’t have an invoice from a vendor. For example, it might be a one-off payment for an item you paid for immediately and you don’t intend to buy from that company again. Create an Other Payment in the appropriate bank account to record the payment without issuing an invoice.

To record an Other Payment

  1. Go to Banking, then click the relevant bank account.
  2. Click New Entry, then click Expense / Payment.
  3. Click the Other Payment tab, then enter the following information:
Vendor

Optionally, enter or select a vendor name.

If it’s a new vendor that you want to add as a contact, click Add a vendor at the bottom of the vendor list and then enter their information.
Paid from Bank Account Verify that you have selected the correct bank account. If not, select the correct account. The current balance for the selected bank account displays below.
Method Select the payment method.
Date Paid Enter (or select) the date of the payment.
Reference Optionally, enter a reference for the payment.
Amount Paid Enter the total amount of the payment.
Tax rate for This field defaults to the province of your business. If you select a vendor, it will automatically change to the vendor's province, though you can change it as needed.
Ledger Account

Use the default expense ledger account or select a different account to which to post the payment. The default ledger accounts are set in Record and Transaction settings.

Details Optionally, enter details about the expense, such what was paid for or purchased.
Net The net amount before taxes.
Tax Rate

This field defaults to the tax rates of your business. If you select a vendor, it will automatically change to the tax rates of the vendor's province, though you can change it as needed.

Select the correct tax rate for this transaction. The tax is included in the total and the appropriate breakdown is reported on your tax return.
Tax Amount

A column displays for each type of tax applicable to your business. If you select a vendor, a column displays for each type of tax applicable to the vendor's province. You can change this by selecting a different province or territory in the Tax rate for field above the columns.

These amounts are automatically calculated from the selected tax rate.

Note: If you edit a tax amount for a line, the Net and Total amounts are recalculated. However, the Amount Received is not recalculated. Be sure to adjust the amounts as needed.
Total The total of the line, which is the addition of the amounts in the Net and Tax Amount fields.
Total Net The total of all Net amounts from each line.
Total Tax The total of all Tax Amounts from each line.
Total The Total Net amount plus Total Tax amount.
Left to Record

This field will show the difference if you are under (positive amount) or over (negative amount) the Amount Received.

If there is a difference, you must resolve it before you can save the payment. To do this, you can adjust the Amount Received or individual line amounts on the payment.

  1. If the payment was for items of different amounts, require posting to different ledger accounts, or have different tax rates, enter them on separate lines. If you enter multiple lines, the payment will show as a single transaction in the bank account activity. However, it will show as individual transactions in each relevant ledger account.

For example, if you purchased stationery and refreshments for the office at the same store, you might want to break these costs down using a different line for each ledger account but not show them as separate transactions on your bank record.

  1. Click Save to save the payment, or Save; Add Another to save it and to add another payment.

If this is a payment you make regularly, for example once a week or once a month, you can set it as a recurring entry.