Adding & Viewing General Expenses

Maintenance Pro allows general expenses to be added to equipment. For example, to track costs such as car washes for a fleet of trucks—without creating a Work Order—these can be recorded as expenses.

To add an expense to a unit, navigate to the Equipment Index, click the action gear on the right, and select Expense.

A new expense record can also be created by selecting the plus sign at the top left of the screen.

This opens the New Expense screen.

Equipment: refers to the unit the expense will be assigned to.

Description: entered to help the organization easily identify the nature of the expense.

Created On: is the date the expense is recorded for the unit. Backdating is allowed if necessary.

Specify Part Used: can be used to select a part from inventory to associate with the expense. For example, if air fresheners are stocked and distributed to units as needed, selecting the part here will deduct it from inventory (if quantity tracking is enabled) and link it to the expense. This provides a way to issue parts without generating a Work Order.

Unit Cost and Quantity: become active only when a part is specified.

Total Cost: the overall amount of the expense.

Notes: include additional details about the expense can be entered.

Save: will add the expense to the unit’s history.

Save & New: will save the entry and return to create a new expense report.

New Expense: for another record to be added.

Viewing & Editing Expense History

To view expense history for a unit go to the Equipment Index and click the unit's name. From the Equipment Profile screen click the History tab and click the Expenses category.

Here you can set a date range on the left. The new button on the right is a quick way to add another expense to this unit.

To edit or remove an expense, click the expense row (date or name). This will bring you to the edit screen. You can make changes or delete the expense as needed.

Reports

You can view expenses within the Operating Cost and Expense Detail reports.