{"id":2091,"date":"2021-10-05T17:30:03","date_gmt":"2021-10-05T09:30:03","guid":{"rendered":"https:\/\/blog.facilitybot.co\/?post_type=knowledgebase&#038;p=2091"},"modified":"2025-07-01T18:06:33","modified_gmt":"2025-07-01T10:06:33","slug":"expenditures","status":"publish","type":"knowledgebase","link":"https:\/\/blog.facilitybot.co\/blog\/knowledge-base\/manager-web-portal\/expenditures\/","title":{"rendered":"Expenditures"},"content":{"rendered":"\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"KnowledgeBase: FacilityBot&#039;s Expenditures\" width=\"1170\" height=\"658\" src=\"https:\/\/www.youtube.com\/embed\/IvJ7Q4oNxd8?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<p>Organizations incur expenses as part of day-to-day operations in procuring goods and services from other parties. These expenditures often require approval. FacilityBot provides for expenditures to be electronically recorded, together with supporting documents, and sent for approval. The system logs all <a href=\"https:\/\/blog.facilitybot.co\/blog\/knowledge-base\/manager-web-portal\/expenditures\/\">expenditures<\/a> created and sent through it.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"576\" src=\"https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/0._Expenditures_main-1024x576.png\" alt=\"\" class=\"wp-image-2092\" srcset=\"https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/0._Expenditures_main-1024x576.png 1024w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/0._Expenditures_main-300x169.png 300w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/0._Expenditures_main-768x432.png 768w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/0._Expenditures_main-830x467.png 830w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/0._Expenditures_main-230x129.png 230w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/0._Expenditures_main-350x197.png 350w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/0._Expenditures_main-480x270.png 480w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/0._Expenditures_main.png 1199w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>(Note: The table can be customized or searched using the row of options, below the \u201cExpenditures\u201d title, sorted by clicking the table headers, or filtered using the available filter icons on respective headers.)<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">How to Create a New Cost Centre or Expenditure<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Create\/Edit a Cost Centre<\/h3>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"576\" src=\"https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/1._Manage_Cost_Centres-1024x576.png\" alt=\"\" class=\"wp-image-2093\" srcset=\"https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/1._Manage_Cost_Centres-1024x576.png 1024w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/1._Manage_Cost_Centres-300x169.png 300w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/1._Manage_Cost_Centres-768x432.png 768w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/1._Manage_Cost_Centres-830x467.png 830w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/1._Manage_Cost_Centres-230x129.png 230w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/1._Manage_Cost_Centres-350x197.png 350w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/1._Manage_Cost_Centres-480x270.png 480w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/1._Manage_Cost_Centres.png 1200w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<ol class=\"wp-block-list\" type=\"1\">\n<li>Log into FacilityBot.<\/li>\n\n\n\n<li>Open the \u201cFeatures\u201d menu from the left icons, then select \u201cExpenditures\u201d.<\/li>\n\n\n\n<li>Go to the \u201cAdditional Options\u201d menu (triple dots at the far right next to \u201c+New\u201d) and select \u201cManage Cost Centres\u201d. A floating window will appear to create or edit a Cost Centre.<\/li>\n\n\n\n<li>Create a new Cost Centre by giving it a name, then clicking the \u201cCreate\u201d button. The new Cost Centre will appear in the list below.<\/li>\n\n\n\n<li>Edit an existing Cost Centre using the \u201cpencil\u201d icon that appears on mouse-over of the Cost Centre, or delete it using the \u201cdustbin\u201d icon.<\/li>\n\n\n\n<li>Press the \u201cX\u201d icon at the top right to close the window and go back to the main Expenditures page.<\/li>\n<\/ol>\n\n\n\n<h3 class=\"wp-block-heading\">Create a New Expenditure<\/h3>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"576\" src=\"https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/2._Create_Expenditure-1024x576.png\" alt=\"\" class=\"wp-image-2095\" srcset=\"https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/2._Create_Expenditure-1024x576.png 1024w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/2._Create_Expenditure-300x169.png 300w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/2._Create_Expenditure-768x432.png 768w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/2._Create_Expenditure-830x467.png 830w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/2._Create_Expenditure-230x129.png 230w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/2._Create_Expenditure-350x197.png 350w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/2._Create_Expenditure-480x270.png 480w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/2._Create_Expenditure.png 1200w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<ol class=\"wp-block-list\" type=\"1\">\n<li>Log into FacilityBot.<\/li>\n\n\n\n<li>Open the \u201cFeatures\u201d menu from the left icons, then select \u201cExpenditures\u201d.<\/li>\n\n\n\n<li>Click the \u201c+New\u201d button on the far right to create a new Expenditure.<\/li>\n\n\n\n<li>Fill in the details of the Expenditure. Fields marked with an asterisk are mandatory.<\/li>\n\n\n\n<li>If necessary, upload an accompanying document(s) in PDF format under the Upload PDF section.<\/li>\n\n\n\n<li>Click \u201cOK\u201d to finish creating the new Expenditure.<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\">How to Modify or Delete an Existing Expenditure<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Edit or Delete an Existing Expenditure<\/h3>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"800\" src=\"https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/3._Expenditure_Edit-1024x800.png\" alt=\"\" class=\"wp-image-2096\" srcset=\"https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/3._Expenditure_Edit-1024x800.png 1024w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/3._Expenditure_Edit-300x235.png 300w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/3._Expenditure_Edit-768x600.png 768w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/3._Expenditure_Edit-830x649.png 830w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/3._Expenditure_Edit-230x180.png 230w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/3._Expenditure_Edit-350x274.png 350w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/3._Expenditure_Edit-480x375.png 480w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/3._Expenditure_Edit.png 1200w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<ol class=\"wp-block-list\" type=\"1\">\n<li>Mouse-over the Expenditure to reveal floating icons at its far right.<\/li>\n\n\n\n<li>Modify the Expenditure: Click the \u201cpencil\u201d icon to edit the Expenditure. Delete the Expenditure: Click the \u201cdustbin\u201d icon to delete the Expenditure.<\/li>\n\n\n\n<li>Clicking the \u201cpencil\u201d icon will open a floating editing panel on the right.<\/li>\n\n\n\n<li>Make any changes or upload any documents (in PDF format) that are needed, then click the \u201cComplete\u201d button at the bottom right to save the changes.<\/li>\n<\/ol>\n\n\n\n<h3 class=\"wp-block-heading\">Update Expenditure Status<\/h3>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"800\" src=\"https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/4._Expenditure_Status_Update-1024x800.png\" alt=\"\" class=\"wp-image-2097\" srcset=\"https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/4._Expenditure_Status_Update-1024x800.png 1024w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/4._Expenditure_Status_Update-300x235.png 300w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/4._Expenditure_Status_Update-768x600.png 768w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/4._Expenditure_Status_Update-830x649.png 830w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/4._Expenditure_Status_Update-230x180.png 230w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/4._Expenditure_Status_Update-350x274.png 350w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/4._Expenditure_Status_Update-480x375.png 480w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/4._Expenditure_Status_Update.png 1200w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<ol class=\"wp-block-list\" type=\"1\">\n<li>Mouse-over the Expenditure to reveal floating icons at its far right.<\/li>\n\n\n\n<li>Click the \u201cupdate\u201d icon to update the status of the Expenditure.<\/li>\n\n\n\n<li>Select an appropriate status (\u201cApproved\u201d, \u201cRejected\u201d or \u201cCancelled\u201d) in the floating editing panel that appears. Enter any necessary remarks in the space provided below the status.<br>CAUTION: When one of these status updates is selected and saved, no further status updates can be made to the Expenditure. Status updates to &#8220;Approved&#8221;, &#8220;Rejected&#8221;, or &#8220;Cancelled&#8221; are <strong>permanent<\/strong> and cannot be reversed back to \u201cPending Approval\u201d. Edits can no longer be made to the Expenditure either. This is for data integrity, so always be careful with status updates.<\/li>\n\n\n\n<li>Click \u201cComplete\u201d at the bottom right to save the status update.<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\">How to Send an Expenditure for Approval<\/h2>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"800\" src=\"https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/5._Expenditure_Seek_Approval-1024x800.png\" alt=\"\" class=\"wp-image-2098\" srcset=\"https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/5._Expenditure_Seek_Approval-1024x800.png 1024w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/5._Expenditure_Seek_Approval-300x235.png 300w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/5._Expenditure_Seek_Approval-768x600.png 768w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/5._Expenditure_Seek_Approval-830x649.png 830w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/5._Expenditure_Seek_Approval-230x180.png 230w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/5._Expenditure_Seek_Approval-350x274.png 350w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/5._Expenditure_Seek_Approval-480x375.png 480w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/5._Expenditure_Seek_Approval.png 1200w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<ol class=\"wp-block-list\" type=\"1\">\n<li>Mouse-over the Expenditure to reveal floating icons at its far right.<\/li>\n\n\n\n<li>Click the \u201capproval\u201d icon to seek approval for the Expenditure.<\/li>\n\n\n\n<li>Review the summary details near the top of the floating panel that appears. (To make changes, refer to \u201cEdit or Delete an Existing Expenditure\u201d.)<\/li>\n\n\n\n<li>Use the \u201cSend Approval Email to an Account\u201d option to send the approval request to an account in the system, or use the \u201cSend Approval Email to Email Address\u201d option to send the approval request to a custom email.<br>CAUTION: Once an Expenditure is sent for approval, no further edits can be made to it and it can no longer be deleted. This action is <strong>permanent<\/strong> and cannot be reversed. The approver can still reject the Expenditure in case it needs changes. <\/li>\n\n\n\n<li>Click the \u201cSend\u201d button at the bottom right to send the approval request. The approver will receive an email with options to Approve or Reject the expenditure.<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\">How to Review the History of an Expenditure<\/h2>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"800\" src=\"https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/6._Expenditure_History-1024x800.png\" alt=\"\" class=\"wp-image-2099\" srcset=\"https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/6._Expenditure_History-1024x800.png 1024w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/6._Expenditure_History-300x235.png 300w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/6._Expenditure_History-768x600.png 768w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/6._Expenditure_History-830x649.png 830w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/6._Expenditure_History-230x180.png 230w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/6._Expenditure_History-350x274.png 350w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/6._Expenditure_History-480x375.png 480w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2021\/10\/6._Expenditure_History.png 1200w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<ol class=\"wp-block-list\" type=\"1\">\n<li>Mouse-over the Expenditure to reveal floating icons at its far right.<\/li>\n\n\n\n<li>Click the \u201chistory\u201d icon to see all actions that have been performed on the Expenditure. The log shows when the Expenditure was first submitted as \u201cpending approval\u201d when any approval requests were sent and to whom, and any subsequent status updates.<\/li>\n<\/ol>\n\n\n\n<p>(Note: An approved example is used to show a complete approval history, but all Expenditures, approved or not, will have a history record.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Organizations incur expenses as part of day-to-day operations in procuring goods and services from other parties. These expenditures often require approval. FacilityBot [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":0,"comment_status":"open","ping_status":"open","template":"","knowledgebase_cat":[44],"class_list":["post-2091","knowledgebase","type-knowledgebase","status-publish","hentry","knowledgebase_cat-manager-web-portal"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v20.9 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Expenditures - FacilityBot - Facilities Management Software<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/blog.facilitybot.co\/blog\/knowledge-base\/manager-web-portal\/expenditures\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Expenditures - FacilityBot - Facilities Management Software\" \/>\n<meta property=\"og:description\" content=\"Organizations incur expenses as part of day-to-day operations in procuring goods and services from other parties. 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