Expenses

🌐 Overview

• Record expenses like supplier invoices and operational bills.

• Support for multi-line expenses with categories, tax groups, discounts, and cost centers.

• Attach supporting invoices/bills for compliance and record-keeping.

• Controlled workflow: Pending → Approved → Paid (or Denied).

• Automated expenses created from Inventory GRNs save time and ensure stock costs are tracked correctly.

🧭 Navigation

• Add/View Expenses: Accounting → Expenses
• Make a Payment: Accounting → Expenses → Make a Payment (green coins) OR Accounting → Payments Made → Make a Payment

⚙️ How to Use Expenses

➕ Add Expense (Manual)

1. Navigate to Accounting → Expenses.

2. Click + Add Expense.

3. Fill header details:

   • Branch

   • Date

   • Supplier (from dropdown or create new)

   • Title

   • Due Date

   • Invoice Number

4. Add Line Items (green +):

   • Cost Center (if applicable)

   • Category/Account (expense account from CoA)

   • Description

   • Price (unit) + Quantity → system calculates Subtotal

   • Discount (optional) → system updates Net Amount

   • Tax Group → system auto-calculates Tax & Total after tax

   • Repeat with green + to add more lines.

5. Attachments (optional): Upload invoice/bill scans.

6. Review totals at the bottom.

7. Click Submit → expense is created with Pending status.

📋 View & Review Expenses

• Path: Finances → Expenses.

• List view shows: Branch, Serial #, Header, Date, Due Date, Invoice #, Supplier, Totals (discount, tax, total), Status, Created By.

• Hover to view details.

• Row menu (⋮): Edit, Delete, Approve, Deny (based on status).

• Page tools:

  • Search-as-you-type (top-right)

  • Export to Excel, Print PDF (top-left)

🔄 Expense Status & Workflow

• Pending → newly created.

• Approved → can now be paid.

• Denied → rejected by accountant/manager.

• Paid → status auto-updates once payment is recorded.

👉 Only Approved expenses can be paid.

🤖 Automated Expenses

• Goods Receive Notes (GRNs) from Inventory create expenses automatically.

• Consignment GRNs do not create an expense at receipt. Instead, the expense is created when the item is issued.
  (See Inventory KB for details.)

💳 Make a Payment (for Expenses)

Where to Pay

• From Expenses: Finances → Expenses → Make a Payment (green coins)

• From Payments Made: Finances → Payments Made → + Make a Payment (covered in a separate article)

Steps

1. Select Supplier – only Approved expenses appear.

2. Select Account Paid From (e.g., Cash in Hand, Bank Account).

3. Enter Reference # (optional).

4. Pick Transaction Type – cash, credit, debit, cheque.

   • If cheque → enter Cheque Date, Bank, Cheque No., Details.

5. Enter Transaction Date and optional Notes.

6. Apply amounts:

   • Use Select All to populate all, OR enter amounts line by line.

7. (Optional) Add Discounts or Bank Fees.

8. (Optional) Attach supporting documents (bank slips, receipts).

9. Click Submit → Payment is recorded, and the expense status changes to Paid.

📊 Management

• Record all expenses promptly and attach supplier invoices.

• Use cost centers for department-wise expense tracking.

• Only approve expenses that have proper documentation.

• Reconcile Paid expenses with bank/cash ledgers monthly.

• Use reports (filters + exports) for expense analysis and audits.

💡 Pro Tips

• 🧾 Always input Invoice Numbers to simplify reconciliation.

• 📎 Upload supporting docs for every expense for audit readiness.

• ✅ Use Discount and Bank Fee fields to capture actual payment values.

• 📊 Assign Cost Centers to analyze department-wise profitability.

• 🔍 Use the Show Deleted toggle to review denied or removed expenses.