import { Callout, Steps } from ‘nextra/components’

Record an APA Expense

Goal: Add an expense to a charter APA so the remaining balance and reconciliation stay accurate.

Before you start

The charter must already have an APA record.
Prepare the expense amount, date, supplier or description, payment information, and receipt if available.
Confirm that the expense belongs to this charter.
You must have permission to record APA expenses.

[PLACEHOLDER: screenshot - APA expense list showing the New expense action]

Steps

### Open the charter APA

Open the charter and go to the APA section.

Add a new expense

Click New Expense or the equivalent action.

Enter the expense details

Add the date, amount, description, category, supplier, payment method, or any other information required by your process.

Attach supporting files if needed

Upload a receipt or supporting document if your process requires it.

Save the expense

Save and confirm that the expense appears in the APA expense list.

Good practice

Record expenses as soon as possible while the details are still clear.
Use descriptions that another user can understand later.
Attach receipts to the correct expense, not only to the general charter record.
Check the currency and amount before saving.

Do not record the same expense both as an APA expense and as a separate finance expense unless your internal accounting process explicitly requires it.

Result

The APA expense is recorded against the charter and can be included in APA reconciliation.

Create an APA Close and Reconcile APA