Operating Expenses

Aidi allows you to allocate various costs to your project without having to create a purchase order. This feature can be useful for different costs, such as overheads, financing costs, travelling costs  or any other expenses that don’t require a purchase order.

Each of the operating expenses listed is associated with a budget item and is presented in a specific column in the Cost Summary.

In this article:

Create an Operating Expense

View Operating Expenses

Delete Operating Expenses

Operating Expenses in the Cost Summary

Create an Operating Expense

1. Access Operating expenses from the Execution menu.
2. Click on the Create button.

Project

3. The project is already indicated if your project is set in the side menu, otherwise select the project to which you wish to allocate the expense.
4. Select the component to which this expense is associated.
5. Indicate the type of expense.
6. Enter a title.
7. If necessary, add a description of the expense.
8. Click on the arrow to the right to continue with the next step.

Costs

9. Select the expense date by clicking on the calendar.
10. This field is optional. The drop-down list shows the companies registered as suppliers in Aidi.
11. Select the budget item to which this expense is to be charged.
12. Select the status of the expense:
    • Active: The expense will be added in the cost summary. The amount will be considered as a commitment and deducted from the available financing for the selected component.
    • Inactive: Inactive expenses are not included in the cost summary and don’t impact the available financing.
13. Enter the amount of the expense. Taxed amounts are calculated automatically, depending on the configured tax groups of your Aidi environment.
14. Click on the arrow on the right to continue with the next step.

Files

This tab allows you to upload the receipt or any other relevant document.

15. Click on Upload.
16. Click on the button to select the document, or drag the document to drop it directly into the window.
17. Once the document has been added, click on Save.
18. Click on the arrow to the right to continue with the next step.

Custom Fields

19. If custom fields are configured in your environment, enter the required information. This can be a checkbox, as in the example below, or a drop-down list with single or multiple choices, a date or a text field.
20. Click on Save.

View Operating Expenses

From the Operation Expenses page, double-click on the expense you wish to view, or click on the detail button on the right (eye).

Delete Operating Expenses

At any time, if your access profile allows, you can delete an Operating expense by clicking on the red thrash can to the right of the expense.

Operating expenses in the Cost Summary

In the Cost Summary, operating expenses are included in the amounts committed by component. 

In the component’s detailed cost summary, a specific column for operating expenses is displayed under Real costs.