Support: Expenses & Vendors

Recording Expenses

Overview
Use the expense feature in GlassJar to track purchases paid by cash, check, or bank transfer.

To Record an Expense:

1. Go to the Expenses tab.
   
2. Click New Transaction > Expense.
   
3. Select the payment account (e.g., bank, credit card).
   
4. Choose or add a vendor.
   
5. Enter the payment date and method.
   
6. Add line items with category, description, and amount.
   
7. Upload a receipt if available.
   
8. Click Save and Close.
   

Tip:
Use categories that match your chart of accounts for accurate reporting.

Creating and Sending Purchase Orders

Overview
A purchase order confirms your intent to buy goods or services. Use this to manage procurement with vendors.

To Create a Purchase Order:

1. Navigate to Expenses > Purchase Orders.
   
2. Click New Purchase Order.
   
3. Choose a vendor and enter order details.
   
4. Add product or service line items with quantity, rate, and amount.
   
5. Add internal notes or terms if necessary.
   
6. Select Save and Send to email the document.
   

To Convert to a Bill:

• Open the purchase order.
  
• Select Copy to Bill once the items are received.
  

Managing Vendors

Overview
Organize your vendor contacts, view transaction history, and update payment information.

To Add a Vendor:

1. Go to the Expenses tab.
   
2. Select Vendors, then New Vendor.
   
3. Enter the vendor’s name, business details, and payment terms.
   
4. Save the profile.
   

To View or Edit Vendor Info:

• Search for the vendor in the list.
  
• Click their name to view profile and transaction history.
  
• Use the Edit button to make changes.
  

Entering and Paying Bills

Overview
Use the bill feature to track amounts you owe and schedule payments accordingly.

To Enter a Bill:

1. Select Expenses > Bills.
   
2. Click New Bill.
   
3. Choose the vendor, bill date, and due date.
   
4. Add expense categories or item details.
   
5. Save the bill.
   

To Pay a Bill:

1. Go to Pay Bills under the Expenses menu.
   
2. Select the bills to pay.
   
3. Choose the payment account and method.
   
4. Enter the payment date and reference number (if applicable).
   
5. Click Schedule Payment or Mark as Paid.
   

Tracking Vendor Credits

Overview
If a vendor issues a credit (refund or discount), you can apply it toward future bills.

To Record a Vendor Credit:

1. Go to Expenses > Vendor Credits.
   
2. Select the vendor.
   
3. Enter the date, category, and amount.
   
4. Save the credit.
   

To Apply a Credit:

• Open an unpaid bill for that vendor.
  
• The available credit appears in the Credits Applied section.
  
• Adjust the amount as needed and save.