Creating an Anticipated Expense

14/01/2026
Knowledge

How To

An anticipated expense is a disbursement that you are aware of, but do not intend on paying before the client pays this disbursement to you, or may not need to be paid for some time. An example of this type of disbursement could be a supplier fee.

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LEAP recommends that you do not use anticipated expenses for short-term disbursements but rather use expense recoveries.

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Create an Anticipated Expense

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the General Accounting > Anticipated Expenses tab.
Click New Anticipated on the toolbar.

The Matter number will be automatically filled.

Click to bring the Matter window to the front so that you can view information if required.
Enter the total Amount of the anticipated expense then tick the Inc. Tax checkbox for the total amount to include tax.
The Tax field displays the amount of tax allocated to the anticipated expense. Click to select then apply a different tax code.
The Balance Due field displays the outstanding amount to be paid to the supplier. You can adjust the balance due, by clicking then entering the details.
Choose the supplier who will incur the cost in the Pay To and Address fields by clicking to find then searching for a supplier from the list. If the supplier or vendor does not appear in the list, you will need to create a new card by clicking New Card and entering the supplier details.
Enter an AE No. if you are not using automatic sequential numbering.
Enter or select the Date that the anticipated expense was entered.
Enter or select the Due Date that the supplier's invoice is due to be paid. This date appears on the Anticipated Expenses report.
Enter a reason in the Billing Description field.
Select if a supplier Payment is required.

If a supplier payment is to be made, select Payable from the drop-down list.

If a supplier is not to be paid, select Not Payable from the drop-down list.
Select if the anticipated expense will appear on the next invoice, a later invoice or if it's not billable from the Billing drop-down list.
Click Save & Close.

Pay an Anticipated Expense

Via Anticipated Expenses

To pay an anticipated expense via the Anticipated Expenses tab:

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the General Accounting > Anticipated Expenses tab.
Select the anticipated expense.
Click Pay Anticipated on the toolbar.
The firm's default Bank account is used. You can click to select a different bank account.
The supplier's details are automatically filled in the Pay To and Address fields.
Enter a Reference No. if you are not using automatic sequential numbering.
Enter or select the Date.
Choose a Payment Type by clicking and choosing an option from the list, then click Select.

Once you have chosen the Payment Type and depending on your selection, you may want to enter the Payment Type Details which may automatically display for you to complete. If not, click and complete the bank account details fields. Click OK.
Tick the Payment Sent checkbox, if appropriate.
- If you're manually writing your cheques, tick the Payment Sent checkbox to indicate that the cheque is finalised.
- If you're printing your cheques, you'll receive a prompt to mark the expense as sent when you print the cheque.
Tick the Inc. tax checkbox, if appropriate.
Click the Custom Selection drop-down menu to choose whether the expense is billed/unbilled. This will change the anticipated expenses that are displayed for the selected supplier.
If needed, you can change the amount that will be paid to the supplier by typing over the Amount in the table.
Click Save & Close.

The expense will appear in the General Ledger with an associated journal number and reference number.

Via Expenses & Receivables

To pay an anticipated expense via the Expenses & Receivables tab:

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the General Accounting > Expenses & Receivables tab.
Click Pay Anticipated.
The firm's default Bank account is used. You can click to select a different bank account.
Select the supplier in Pay To by clicking and choosing an option from the list, then click Select.

The supplier's details will automatically fill the Address field.
Enter a Reference No. if you are not using automatic sequential numbering.
Enter or select the Date.
Choose a Payment Type by clicking and choosing an option from the list, then click Select.

Once you have chosen the Payment Type and depending on your selection, you may want to enter the Payment Type Details which may automatically display for you to complete. If not, click and complete the bank account details fields. Click OK.
Tick the Payment Sent checkbox, if appropriate.
- If you're manually writing your cheques, tick the Payment Sent checkbox to indicate that the cheque is finalised.
- If you're printing your cheques, you'll receive a prompt to mark the expense as sent when you print the cheque.
Tick the Inc. tax checkbox, if appropriate.
By default, the Custom Selection drop-down menu is set to display anticipated expenses that are Billed.

Use the drop-down menu to filter anticipated expenses by status:
- <All>
- Unbilled
- Billed
- Billed and Fully Receipted
For the anticipated expense you wish to pay, enter the Amount next to the expense in the table.
Click Save & Close.

The expense will appear in the General Ledger with an associated journal number and reference number.

Apply a Supplier Discount to an Anticipated Expense

If you receive a discount from a supplier for an anticipated expense after you've already invoiced the anticipated expense to your client, you'll need to apply that discount to the anticipated expense.

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the General Accounting > Anticipated Expenses tab.
Open the anticipated expense.
Click next to the Balance Due field.
Enter the discount into the Less Adjustments field.
Click Close.
Click Save & Close.

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This only affects the supplier side of the ledger. If you have already invoiced the anticipated expense to your client, you'll need to adjust the balance of the invoice by the amount of the supplier discount.

Create an Anticipated Expense

Open the matter.
Hover over the General Account tab then click Anticipated Expenses.
Click New Anticipated.

The Anticipated Expense window will open.
By default, the new anticipated expense is created for the current matter you opened. Click to change the matter from the window.
By default, the Supplier field is blank. Click to select a card from the window. You can also directly type a name and address into the Supplier textbox.
Enter an AE No. if you are not using automatic sequential numbering.
By default, today's date is entered in the Transaction Date field. Click to select a different date, if required.
Click to select a Due Date.
Enter a Billing Description.
Enter an Amount.

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If you need to make an adjustment to the balance owed to the supplier on an anticipated expense, click User-added image to expand the Less Adjustments field then enter an adjustment.

Select the appropriate Billing status from the drop-down list.

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The Billing status determines whether or not the income side of the anticipated expense is to be billed on the next invoice, a later invoice or set as Not Billable.

Select if a supplier Payment is required.

If a supplier payment is to be made, select Payable from the drop-down list.

If a supplier is not to be paid, select Not Payable from the drop-down list.

Select a Tax code from the drop-down list.
Toggle the Print option On to print the expense once it's been saved.
Click Save.

Pay an Anticipated Expense

Via Anticipated Expenses

To pay an anticipated expense via Anticipated Expenses:

Open the matter.
Hover over the General Account tab then click Anticipated Expenses.
Select the anticipated expense.
Click Pay Anticipated.

The Pay Expense from Anticipated Items window will open.
The default general account is listed in the Bank Account field. If you want to use another general account, select one from the drop-down list.
The supplier's details are automatically filled in the Pay To and Address fields.
Select a Payment Type from the drop-down list. Once a payment type is selected, the Payment Type Details window displays. Complete the relevant information and click Add. If you need to change any of the payment type details at any stage, click .
Tick the Payment Sent checkbox, if appropriate.
- If you're manually writing your cheques, tick the Payment Sent checkbox to indicate that the cheque is finalised.
- If you're printing your cheques, you'll receive a prompt to mark the payment as sent when you print the cheque.
Enter a Reference No. if you are not using automatic sequential numbering.
By default, today's date is entered in the Transaction Date field. Click to select a different date, if required.
Select whether the expense is billed/unbilled from the Custom Selection drop-down list. This will change the anticipated expenses that are displayed for the selected supplier.
Click then un/tick Inc. Tax, if required.
If needed, you can change the amount that will be paid to the supplier by typing over the Amount.
Toggle the Print option On to print the payment once it's been saved.
Click Save.

The expense will appear in the General Ledger with an associated journal number and reference number.

Via Expenses & Receivables

To pay an anticipated expense via the Expenses & Receivables tab:

Open the matter.
Hover over the General Account tab then click Expenses & Receivables.
Click Pay Anticipated.

The Pay Expenses from Anticipated Items window will open.
The default general account is listed in the Bank Account field. If you want to use another general account, select one from the drop-down list.
By default, the Pay To field is blank. Click to select a card from the window. You can also directly type a name and address into the Pay To textbox.
The supplier's details will automatically fill in the Address field.
Select a Payment Type from the drop-down list. Once a payment type is selected, the Payment Type Details window displays. Complete the relevant information and click Add. If you need to change any of the payment type details at any stage, click .
Enter a Reference No. if you are not using automatic sequential numbering.
By default, today's date is entered in the Transaction Date field. Click to select a different date, if required.
Tick the Payment Sent checkbox, if appropriate.
- If you're manually writing your cheques, tick the Payment Sent checkbox to indicate that the cheque is finalised.
- If you're printing your cheques, you'll receive a prompt to mark the payment as sent when you print the cheque.
Select whether the expense is billed/unbilled from the Custom Selection drop-down list. This will change the anticipated expenses that are displayed for the selected supplier.
Click then un/tick Inc. Tax, if required.
For the anticipated expense you wish to pay, enter the Amount next to the expense in the table.
Toggle the Print option On to print the payment once it's been saved.
Click Save.

The expense will appear in the General Ledger with an associated journal number and reference number.

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The General Ledger entry for an anticipated expense for hybrid and accrual based accounting:

Anticipated expense is invoiced:

Debit - LEAP Debtors
Credit - LEAP Expense Received

Client has paid an anticipated expense:

Debit - General Bank Account
Credit - LEAP Debtors

Supplier has been paid:

Debit - LEAP General Account Expense
Credit - General Bank Account

Last Modified Date

14/01/2026 6:43 am

Title

Creating an Anticipated Expense

URL Name

Creating-an-Anticipated-Expense-CA

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