---
# Generated by the help-docs job in equiapp (ci/help-docs-generator) from the
# help anchor 'TransactionDetail'. Set generated to false to edit this page by hand; the job
# then leaves it alone.
title: View expense
summary: >-
  Review an expense, edit its details, manage attached files, and add, edit or
  invoice its cost items.
helpKey: TransactionDetail
generated: true
modals:
  expense-item:
    title: Edit expense item
    summary: >-
      Enter the expense details and choose how to allocate it for reporting.
      Save to add or update the item in the transaction.
---

# View expense

View a single expense with its supplier, date, currency, payment status, any attached files, and the list of cost items. Use this page to check or update the expense and to turn items into invoice entries.

## What's on this page
- **Supplier**: the contact you bought from; click the pencil **Edit** button to change it.
- **Date**: the expense date; click **Edit** to modify.
- **Currency**: the currency used for the amounts; click **Edit** to change.
- **Status**: payment status (Open, Paid, etc.); click **Edit** to update.
- **Files**: uploaded receipts or documents; you can view, add, or delete files.
- **Items**: the expense’s cost items; shows the number of items and how many are already invoiced. Use the **Add item** button to create a new item.

## Common tasks
### Edit expense details
1. Click the pencil **Edit** icon next to **Supplier**, **Date**, **Currency** or **Status**.
2. In the **Edit expense details** pop‑up, change the fields and click **Save** (or **Create** for a new expense).

### Add or edit an expense item
1. Click **Add item** (or the edit icon next to an existing item) to open the **Edit expense item** modal.
2. Fill **Description**, **Price** (negative for discounts), **VAT percentage**, **Category**, and choose **Allocate to (for reporting purposes)** – General costs, Customers or Horses. When you pick Customers or Horses, select them from the list.
3. Click **Save**.

### Create an invoice item from an expense item
1. In the **Items** list, click the **Create invoice item** button next to the item you want to charge.
2. Adjust the amount, description and other details in the manual entry pop‑up, then click **Create**.

## Good to know
- The **Edit** buttons only appear if you have permission to manage financial data.
- Uploading files works only when the organisation’s serverless functions are enabled; otherwise you’ll see an error.
- Selecting several customers or horses splits the amount equally (see the hints in the item form).
- Changing the allocation of an already invoiced item does not update that invoice; edit the invoice item separately.

<!-- help-docs: modal expense-item -->

## Edit expense item {#expense-item}

Use this form to add or edit an expense line in a transaction.

### Description
- Enter a brief description; it appears in reports.

### Price
- Enter the amount (positive = expense, negative = discount/prize). The transaction currency is shown.

### VAT percentage
- Select the applicable VAT rate; only relevant rates are listed.

### Category
- Choose a purchase category.

### Allocate to (for reporting purposes)
- Select General costs, Customers, or Horses. This only affects reporting; to charge a customer, save and create an invoice item later.

### Customers
- When Customers is chosen, pick one or more; cost is split equally. Add a new contact via the Create new contact button.

### Horses
- When Horses is chosen, pick one or more; cost is split equally. Add a new horse via the Create new horse button.

### Warning
- If you change allocation after an invoice exists, a warning shows the invoice item isn’t updated.

### After saving
- The expense item is saved (or updated) and appears in the transaction’s expense list; the modal closes.