What this page is for
An expense is anything the business spends money on outside a purchase order: rent, utilities, wages paid outside payroll, or a one-off bill. It is recorded as awaiting approval, and only reaches your books once someone other than whoever recorded it approves it.
Everyone whose role can view expenses sees this list. Recording, editing or withdrawing a pending expense needs a role that can manage expenses; approving or rejecting one needs a role that can approve expenses.
The columns:
- Number: the expense's own reference.
- Incurred: when the cost was incurred.
- Category: which expense category it belongs to.
- Description: what it was for.
- Branch: which branch it belongs to, where you trade from more than one.
- Settlement: Paid (the money has already left an account) or Unpaid (a supplier is owed).
- Total: the gross amount.
- Status: awaiting approval, approved, rejected, reversed or withdrawn.
Buttons at the top also open Expense categories and Recurring expenses.
How to…
How to record an expense
Press New expense. See New expense.
How to find an expense
Type in the search box, or use the filters: Status, Category, Settlement, Branch (where you trade from more than two) and Incurred (a date range).
How to approve, reject or withdraw an expense
Open the row. See Expense.
Worked examples
Supermarket
Tumaini Supermarket's branch manager records this month's electricity bill as soon as it arrives, with Settlement Unpaid and a Supplier named, so it ages on the creditors ledger until it is paid.
Restaurant and bar
The Acacia Grill & Bar's till float runs short, and the manager pays a plumber in cash on the spot. The expense is recorded with Settlement Paid and Paid from Cash, so the money leaves the drawer the moment it is approved.