Expenses¶

The Expenses screen allows you to record and review the organisation's operational expenses, such as telephone, internet, utilities, fuel, and payroll.

How to open¶

Menu: Financials → Expenses
Keyboard shortcut: Ctrl+Shift+D

Screen layout¶

The screen uses a single-panel layout with:

Header — title, keyword search field, and a collapsible filter button.
Filters (collapsible) — date range, payment source, and a toggle to show only pending expenses.
Toolbar — buttons for add, delete, clear, print, and chart.
Table — inline-editable grid showing all expenses within the filtered period.
Totals — summary showing count, total paid, and total unpaid.

Field reference¶

Field	Description
Category	Primary classification of the expense (e.g. UTILITIES, PAYROLL).
Subcategory 1	Additional classification (e.g. employee name for payroll).
Subcategory 2	Second sub-classification (e.g. payment type: SALARY, ADVANCE, HOLIDAY).
Description	Individual notes about the expense.
Date due	Date the expense is due.
Date paid	Date payment was made. Expenses without a payment date are considered pending.
Amount	Monetary value of the expense.
Payment method	Method of payment used.
Source	Where the money came from: Your till (user's petty cash) or Other.

Filters¶

Filter	Description
From date / To date	Date range for the search (default: last 30 days).
Source	Filter by payment origin: All, From Till, or Other.
Show pending only	Displays only expenses without a payment date.

AI-processed expenses

Expenses created by automatic receipt processing (AI) are flagged as Awaiting review until a user confirms the data. These expenses are identified by a visual indicator in the list.

Common tasks¶

Recording a new expense¶

Click Add in the toolbar.
A new row is added to the table.
Fill in the category, subcategories (optional), description, dates, amount, payment method, and source.
Data is saved automatically as each field is edited.

Classifying expenses¶

Use the Category, Subcategory 1, and Subcategory 2 fields to organise expenses into groups. For example:

Category: PAYROLL
Subcategory 1: Employee name
Subcategory 2: SALARY, ADVANCE, SETTLEMENT, HOLIDAY

This makes it easy to search and total by period and expense type.

Deleting expenses¶

Tick the checkboxes of the expenses you wish to delete.
Click Delete selected.

Printing¶

Click Print to generate a report of the expenses currently displayed in the table.