Not every cost is food. Transport, tent and décor, waiters, LPG, a live-counter vendor, a DJ — Neviscater records these as Misc Expenses (a cost you enter) or External Services (a service booked from a Vendor at their rate-card price). Both feed the event's costing, the customer bill and — when a vendor is involved — vendor finances.
Order level vs event level
| Level | Where | Use for |
|---|---|---|
| Event | Event → Actions → Services & Misc Expenses (or Order Actions → Services & Misc Expenses → pick the event) | Costs specific to one function: that evening's décor, the live counter at lunch |
| Order (Order Level — Whole Order) | Order → Actions → Service & Misc Expenses | Costs shared across the whole order: transport, the overall tent |
The order-level screen has a Scope filter to show order-level entries or a specific event's.
Add a misc expense
- On the Misc Expenses panel click Add New Expense.
- Expense Date, Expense Details (description), Quantity, Rate / Unit (or just an Amount), optional Vendor.
- Decide whether it is adjusted in Rate / plate (the tick-box column Is expense adjusted in Rate / Plate):
- Ticked — the cost is spread into the event's Calculated Rate per plate. Use for things you quote "all-inclusive".
- Unticked — the cost stays a separate line on the customer bill. Use for pass-through charges you bill explicitly.
- Save.
Expenses with a Vendor also create a vendor bill for that order — see Vendor Finances on Orders.
Book an external service
- On the External Services panel click Add New Service.
- Vendor — pick the vendor; Service — one of the services on their rate card (Select Service); the Rate / Unit pre-fills from the rate card — change it for a negotiated price.
- Service Date, Qty, Service Details, and the adjusted in rate tick as above.
- Save.
Service bookings have a status and an Actions menu: Send mail/notification for booking the service emails the vendor a booking notice; …for cancelling the service sends a cancellation. The status icon shows Pending / Booked / Cancelled and whether the mail was sent. Book vendor services on the Vendors Finances screen books all pending services at once.
Services need the vendor to have a rate-card entry of that service type. Set them up under Vendors → Services; see Vendors and Vendor Services.
Menu Items Services
Order → Actions → Menu Items Services lists every menu item marked bought ready made or bought as a service, with Item Name, event, Purchase Type, Vendor, quantity, rate and total. It is the procurement view of the menu — use it to confirm vendors and prices for bought-in dishes, and Create Purchase Orders to raise one draft PO per vendor.
All External Services
Order → Actions → All External Services combines, for the whole order: misc expenses with vendors, booked services, and vendor-supplied menu items — grouped by vendor, with Context (order / event), Service Date, rate and Total. This is the list that becomes the vendor bills. Print gives a PDF; Create Purchase Orders raises draft POs per vendor for everything not yet on one (Already on a purchase order marks covered lines).
Where the numbers go
| Adjusted in rate ✔ | Not adjusted ✘ | |
|---|---|---|
| Event Cost Breakdown | inside Menu Items Cost / Other Expenses per plate | listed under Other Expenses separately |
| Customer bill | inside the event line (guests × rate) | its own line |
| Vendor finances (if a vendor is set) | vendor bill | vendor bill |
| Order's Financial Summary | expense | expense |
See Customer Bills and Payments → How the bill is built.
Printing
Print on either panel produces Events Misc Expenses or Orders Misc Expenses PDFs (templates under Application Setup → PDF Templates).
Common questions
The customer bill shows an expense I meant to include in the plate rate. Edit the expense and tick adjusted in Rate / plate.
A service shows no rate. The vendor's rate card has no entry for that service type — add one on the vendor, or type the rate directly.
I can't add expenses. The order is Locked or later — expenses follow the order's edit rules. Move it back to Booked if needed.