Overhead Expenses + Receipts

Click Banking on the left hand menu bar
From the menu in near top-center titled Banks and Credit Cards, we will choose a Credit Card (OPEX, etc) and start to reconcile transactions with receipts
Identify a transaction, and attempt to locate a receipt with the same $ Amount so we can accurately enter the information into Xero
Once we have a receipt, we will fill out the Category of this transaction, if it is Amazon or Office Depot or the like, it might be “Office Expenses”
- (Xero attempts to make a guess at the Category, but is not always correct)
When you click a transaction, use the Add Attachment tool, to attach the receipt image and/or pdf you have for this purchase.
After you have reviewed your details, choose the green Add button on the right hand side

For Expenses attributed to a Project/Job

When we are reconciling expenses that are attributed to a job/project we will process these transactions differently

We identify the receipt, that is attached to a job.
We will navigate to that named job within Buildertrend,
Click Bills/POs under the Financial tab, Click New Bill
In the Title, Description, and Cost Code Line Item Description, you will enter the type of purchase this is (caulk, trim millwork, screws)
We will match the Date Paid and Invoice Date to the date that Xero has listed for this same transaction.
Under Pay To, choose Misc and enter the name of the Vendor, (Lowes, Home Depot)
Enter the category of material this transaction is for underneath Cost Code (screws=misc materials, trim lumbers=millwork materials)
Enter the total amount on the receipt into Unit Cost
After you’ve completed this, recheck your work and click Pay in Full
The transaction will now be ready for match in Xero, under the employees card who purchased the item.
Click into this Xero transaction and drag the receipt image into the “attach receipt” area of the bill
The transaction will be auto filled with category “Buildertrend Materials” and you will be able to click Match.