Register an expense
1
Go to Expenses → New Expense
2
Select the supplier
If the supplier doesn’t exist, create it first in the Suppliers module.
3
Add the detail
Enter the items, quantities and amounts of the expense.
4
Set the payment terms
Select Cash (already paid) or Credit (paid later) with its term in days.
5
Save the expense
Register a payment on a credit expense
Open the expense’s detail → Register payment → enter amount and method → save. The balance is updated with each payment. If the method is cash you can choose the petty cash fund the payment is made from (empty = general cash); if it is check, the Checkbook. The payment’s Cost center is optional (empty = the purchase’s).Credit and debit notes
A credit note reduces the balance of the CCF (Comprobante de Crédito Fiscal, tax credit invoice) it references and a debit note increases it; in the Purchases Book, NC subtract and ND add. When you open the detail of a note (or edit it) you see the related document; and in the base document’s detail, the Related documents card appears with the notes applied. The same behavior applies to sales, with their Guatemala equivalents (ncre/ndeb) and United States equivalents (cm/dm).
Available filters
- By date, supplier, status or document type.
- View expense statistics by period from the list view.
Supplier document
From the expense’s detail you can view or download the tax document received from the supplier (the supplier’s DTE).Advanced purchase options
The Advanced options button on the purchase form classifies the purchase for accounting and tax annexes. The window has two tabs: Classification (category, classification, sector and cost type) and Cost center.
In addition, on each purchase line you can:
- Search for an inventory product to autocomplete SKU, name and price.
- Enable Add to inventory so the product is registered or increased in inventory when saving.
- Review the purchase cost, the margin and decide whether to update the product’s sale price.
Receive purchases by email
Each branch has its own purchases email. When you forward to that address the email with the DTE your supplier sends you (JSON and PDF), FileXpress registers the purchase automatically.1
Copy the purchases email
In Purchases, the Purchases email button in the header opens a window with the branch’s email and a button to copy it. It only appears if the branch has a purchases email assigned.
2
Forward your suppliers' DTEs to that email
You can also give it to your suppliers so they send DTEs directly there, or create an automatic forwarding rule in your email.
3
Review the received purchases
Purchases arrive with Requires review status. Check the data and use Approve (individual) or Approve selected (in bulk).
Bulk import of purchases
Available only for El Salvador branches.
1
Upload the files
Choose one of the two options:
Limits: up to 200 documents per batch and 5 MB per file.
2
Generate and review the preview
Each document appears with its status, source, type, date, supplier (Existing or Will be created), total and detail. The batch totals show how many documents will be imported, how many are duplicates and how many have errors. You can filter by status.
3
Import
Click Import N purchase(s). The preview expires after 30 minutes; if it expires, generate it again.
4
Review the result
The created purchases, the duplicates skipped and the ones that failed are shown. Download errors (CSV) exports the detail of what could not be imported.