For licensed Collaborators with permission for this task. Check the selected organisation; feature availability and record access still apply.
What you will achieve
Record expenditure against the correct supplier relationship and distinguish a recorded amount, an approval and confirmation that spend occurred.
Before you start
Have the source invoice, commitment or expense record and authority for the action you intend. Check the supplier relationship, currency, effective date and any associated contract.
Creating, approving, marking spent and exporting have separate permissions. Access to the spend page does not mean you may perform every action on it.
Record an entry
- Open the supplier relationship's Financial > Spend page.
- Inspect existing transactions for the same item before adding another.
- Use the add-spend action and enter the amount, tax amount and currency. Check the calculated total.
- Set Effective Date, Expense Category and the appropriate Status from the actual evidence.
- Write a clear Description and select the related contract where applicable.
- Complete any relevant payment-method or supporting fields offered by the form.
- Save, then reopen the entry and compare the recorded values with the source.
Approve or mark spent
If authorised to approve, open the entry's approval action. In Approve Spend, select Approval category and write the required Rationale. Explain the approval basis rather than using an empty phrase such as "approved as requested".
Read back the saved approval. Use the separate mark-as-spent action only when evidence supports that state and complete its requested details. Neither action sends a bank payment merely by recording the state in Backstory.
Review or export
Review the page's filters and currency context before interpreting totals. Open individual entries to investigate discrepancies.
Use Export only for an authorised purpose. Review the export scope and format and provide the required reason. Store the output through your organisation's approved route; exported data no longer benefits from the application's normal viewing controls.
Check it worked
The entry belongs to the right supplier, has the correct currency and dates, and its status matches the actual event. Approval rationale and source references are sufficient for another authorised person to understand the record.
If something goes wrong
| Problem | Next action |
|---|---|
| Totals are unexpected | Check currency, filters, amount and tax separately |
| Approval is blocked | Check permission and required category/rationale |
| An apparent duplicate exists | Compare source references before deleting either entry |
| A correction requires deletion | Use the supported reasoned action only with authority; avoid unnecessary permanent deletion |
Human judgement matters
Recording spend does not establish payment, contractual acceptance or budget approval unless those separate facts are evidenced.
What next?
For the wider context, see Manage suppliers, contracts, spend and SLAs. Reconcile the record with the organisation's financial source of truth and track any discrepancy with an owner.
Get help
Ask your Organisation Administrator about access or the task owner about the content. For a platform error, include this guide reference, the affected page and a sanitised message. Never share passwords, session details or confidential evidence in an open support request.