When expense invoices, credit notes and journals build up unallocated across your portfolio, you no longer need to open each budget in turn. The Expense To Schedule tab on the Budgets page gathers every expense line waiting for a schedule into one list, so you can allocate them together, or export them to Excel and upload the completed file.
How to Open the Expense To Schedule Tab
Select Property Management from the top navigation bar.
Choose Budgets.
Click the Expense To Schedule tab at the top of the page.
When expense lines are waiting anywhere in your portfolio, a red dot appears on the tab, labelled Expenses are waiting to be allocated. If everything is already allocated, the tab shows Nothing waiting with the message Every expense line on your approved budgets has been allocated to a schedule.
Note: The four status summary cards (Draft, Approved, Locked, Reconciled) stay on the Budgets tab. They do not appear on the Expense To Schedule tab.
Which Expense Lines Appear in the Tab
An expense invoice or credit note line appears when its account code sits on two or more active schedules in the budget, because that is the only case where Re-Leased cannot work out the schedule for you. A line whose account belongs to just one schedule is allocated automatically and never appears here. Journal lines appear whenever they are waiting, and are always allocated manually.
A budget contributes lines to the tab, and to the export, when it is an active Budget by Area on an active property in a company you have access to, is approved, has not been modified, and has not yet been reconciled. Locked budgets are included, so you can still clear allocations during reconciliation.
Note: If a budget you expect to see is missing, check that it has been approved, that it has not been modified since approval, and that it has not already been reconciled.
What the Expense To Schedule Tab Shows
The tab lists expense lines from every eligible budget in one table, with Budget as a column so you can see where each line belongs. The columns are Budget, Document, Account, Amount, Schedules and Action, followed by an unlabelled column on the right where status chips such as Ready to save appear.
Each document carries a badge showing its type: INV for an expense invoice, CN for a credit note, and ADJ for a journal line.
The table is paged, showing 25 lines at a time by default. You can change this to 50, 100 or 250.
Use the filters above the table to narrow the list. All Companies, All Properties and All Budgets each accept more than one selection, and they work together: choosing a company narrows the properties and budgets on offer. The Status filter offers Unallocated (the default), Allocated and All.
Note: A line counts as unallocated only when it has no allocation at all. A line you have part-allocated appears under Allocated and All, never under Unallocated.
Where your company uses service dates and an invoice period runs past the budget period, only the portion inside the period can be allocated. An information icon beside the amount explains this: Part of this line falls outside the budget period, so only [amount] can be allocated.
How to Allocate an Expense Line to a Schedule
Find the line you want to allocate.
In the Schedules column, click Choose schedule and select the schedule the expense belongs to.
To divide the line across more than one schedule, click Split in the Action column. Tick each schedule you want to use, then enter an amount against it. Use the toggle to enter percentages instead of amounts, or click Split evenly to share the total equally.
Click Apply to close the split dialog.
The line is marked Ready to save.
Repeat for each line, then click Save.
Split amounts must add up to the line total. Until they do, the dialog shows Allocated [amount] of [total] — the amounts must add up to the line total and Apply stays unavailable. Once the amounts balance, the dialog shows Allocated [amount].
If a line shows No schedule on this budget covers this account, no schedule in that budget carries the line's account code. This happens on journal lines. Add the account to the relevant schedules on the budget, then return to the tab.
How Credia Suggests Schedule Allocations
With a Credia Plus subscription, Credia pre-fills a likely schedule against lines it recognises, marked with a Suggestion chip. Hover over the chip to see the schedules Credia has suggested, their share of the line, and where the suggestion came from:
Source: your previous expense-to-schedule allocations — Credia matched a pattern in how you have allocated before, for this property, supplier and account, or for the closest combination it can find.
Source: the line description matched a schedule name — Credia had no strong history to work from, so it matched wording in the line description against your schedule and area names.
Select the lines you want and click Accept [n] suggestions, or open a line and adjust the suggestion before saving it. Nothing is saved until you click Save.
Note: Suggestions require a Credia Plus subscription. Everything else on the tab works without one. Journal lines never carry a suggestion, and suggestions are not shown on lines that are already allocated.
How to Change or Remove an Existing Allocation
Set the Status filter to Allocated or All to see lines that already have a schedule.
To move a line to a different schedule, choose the new schedule from the dropdown in the Schedules column, or click Split to divide it differently. The line is marked Will be updated. Re-Leased removes the old allocation and writes the new one in a single save, so a line is never left sitting on two schedules.
To unallocate lines, tick them in the table and click Unallocate [n] lines. Those lines are marked Will be removed. To undo before saving, click Keep on the line.
Then click Save. To abandon everything you have staged, click Discard changes.
How Saving Works Across Several Budgets
Your staged changes are grouped by budget and each budget is saved on its own. When every budget succeeds you see Saved [n] lines.
If one budget fails, the rest still save. The tab reports Saved [n] of [n] budgets. The lines on the budgets below are still waiting, names the budgets that failed, and keeps those lines staged so you can try again. If none succeed, the message reads Nothing was saved. The lines below are still waiting.
Important: Staged changes live only while the page is open. If you refresh or close the tab before saving, you lose them. The page warns you first: You have allocations that are not saved yet. Leaving this page loses them.
Who Can Allocate Expenses From the Tab
Anyone with property access in a company can open the Expense To Schedule tab and read the lines on its budgets. Saving allocations requires the permission to create invoices. Without it you can review the backlog, but the selection checkboxes and the save options do not appear.
Does This Change the Expense to Schedule Tab on the Budget?
No. The Expense to Schedule tab inside an individual budget works exactly as before, and allocations made in either place appear in the other. Use the tab on the Budgets page when you want to work across several budgets at once, and the tab on the budget when you are already working in that budget.
Budget by Area is referred to as Budgeted Outgoings in Asia-Pacific, Service Charge in Europe, and Operating Expenses in North America. Credia suggestions are available to Credia Plus subscribers in all regions. For more information on regional terminology, see our Glossary of Regional Terminology.