Expenses Category Settings
The Expense Category Management screen allows users to create, edit, and organize the high-level groups used to classify business costs. Grouping similar expenses into categories is essential for generating clean financial reports, analyzing spending trends, and maintaining a structured chart of accounts.
Expense Category List Management
This central hub allows you to view and manage all existing categories:
- Search: Use the search bar to quickly locate a specific category by its description.
- Category Description: Displays the primary name of the category (e.g., "Travel," "Utilities," or "Office Supplies").
- Entries: You can adjust the number of categories visible per page using the "Show entries" dropdown.
Handling Inactive Categories
To maintain a clean interface without permanently deleting historical data, you can use the inactive status feature:
- Show Also Inactive: By checking this box at the top of the screen, the list will update to include categories that have been disabled.
- Status Toggle: In the list view, each category features a toggle switch. Users can Activate or Deactivate a category directly from the list. Inactive categories are hidden from the "Expense Settings" form to prevent new expenses from being assigned to obsolete groups.
Category Entry Form (Add/Edit)
The form is designed for simplicity, focusing on the core identification of the group:
- Category Description: Enter a unique and descriptive name for the category. This is the label that will appear in dropdown menus and financial reports.
- Status: You can set the category as Active or Inactive during creation or when updating an existing record.
Available Actions
- Add New: Click the Add New button at the top right to open a blank form and create a new grouping.
- Edit (Pencil Icon): Open the entry form for an existing category to rename it or change its status.
- Delete (Red Cross Icon): Permanently remove a category. Note: Use this with caution; if expenses are already linked to this category, deleting it may cause grouping errors in your historical reports.
- Save: Once the description is entered, click Save to update the master list.
Best Practices
Keep category names broad enough to cover multiple expense types but specific enough to be useful for budgeting (e.g., use "Marketing" instead of a specific vendor name).