Expenses
Record shop expenses — Add Expense, Save and Pay Later, and Save & Record Payment explained simply.
What is this page?
Expenses are bills and costs — rent, electricity, supplies, etc. You can save the bill first and pay later, or pay immediately.
Page title: Expenses (/accounting/expenses).
Why you use this page
- Track what you spent and which vendor (if any).
- Post to correct expense ledger in Chart of Accounts.
- Pay now or later without losing the bill record.
What you see on the screen
What you will see on the screen
- Expenses — page heading.
- Manage Columns — list columns.
- Filter — date and other filters.
- Add Expense — create new expense (permission required).
- Table — past expenses; open to edit.
Step-by-step: add an expense (pay later)
Open Expenses
Accounting → Expenses.
Click Add Expense
Top right → Add Expense. Drawer opens titled Add Expense.
Fill basic details
Date, vendor (optional), expense category/ledger, narration.
Add expense lines
Click Add Expense Line for multiple items if needed — amount per line.
Click Save and Pay Later
Bottom → Save and Pay Later — saves bill without payment voucher yet.
Step-by-step: add expense and pay now
Fill expense as above
Same drawer — complete lines and amounts.
Click Save & Record Payment
Bottom → Save & Record Payment — creates expense and payment together.
Complete payment split
Follow cash/UPI/bank split screens like Payments.
Wait for success
Check Payments Made and Daily Register for the payment line.
Step-by-step: edit an expense
Find expense
Filter by date → open row.
Edit Expense drawer
Title shows Edit Expense. Buttons may show Update and Pay Later or Update & Record Payment depending on whether payment was already recorded.
What happens after save?
- Expense appears in list with created by/date.
- Save & Record Payment → also Payments Made and register outflow.
- Profit and Loss includes expense category over time.
Tips
| Tip | Why |
|---|---|
| Pick correct expense ledger | Wrong category skews P&L |
| Vendor on rent/regular bills | Easier vendor reports |
| Pay Later for approved bills | Payment can happen after manager sign-off |
If something goes wrong
| Problem | What to do |
|---|---|
| No Add Expense | Permission |
| Cannot update payment side | Edit mode hides buttons if payment already recorded — use Payments to adjust per policy |
| Amount mismatch | Check expense lines sum |
| Not in P&L | Wrong date range on report |