Expenses List and Inquiry
The Expenses List provides a centralized view of all business overheads, utility bills, and services recorded in the system. This dashboard allows you to track which expenses are settled and which remain as outstanding liabilities, ensuring your profit and loss statements accurately reflect operational costs.To access this list, navigate to Purchases > Click the "Expenses" Tab.
Filters Section
Filters help you quickly narrow down specific expense records:
- Reference: Search for a specific expense by entering its unique identification number.
- Supplier: Filter the list to see all expenses associated with a specific service provider or vendor.
- Date: Define a specific date range to view expenses incurred during that period.
- Project: View only the expenses that have been allocated to a specific internal or client project.
- Select an Employee: Filter the list based on the staff member who recorded the entry.
- Branch: Filter expenses by business branch (visible if Setup -> Preference -> Use Branches Only is enabled).
New Expense
Click the + New Expense button to open the expense entry form and record a new cost immediately.
Expense Table
The table provides a summary of each expense based on your current filters:
- Type: Confirms the transaction type as an Expense.
- Reference: The unique internal ID. Clicking this opens the Detailed View.
- Supplier: The vendor or service provider name. Clicking this opens their profile.
- Supplier's Reference: The specific ID found on the physical receipt or vendor invoice.
- Date: The date the expense was officially incurred.
- Due Date: The deadline for payment if the expense was recorded on credit.
- Amount: The total gross value of the expense entry.
- Balance: The remaining amount yet to be paid to the supplier.
- Status: The current payment standing of the entry.
Expense Status
- Yet To Pay: The expense has been recorded and finalized but no payment has been processed yet.
- Paid: The total balance of the expense has been fully settled.
- Partially Paid: A partial payment has been made, leaving a remaining balance in the liability account.
- Draft: The expense is saved as a work-in-progress and has not yet affected your financial ledgers.
More Options (Action Menu)
Each entry features a More dropdown menu for transaction management:
- GL: View the General Ledger entries to see the exact debits to expense/tax accounts and credits to bank or accounts payable.
- Edit: Modify the details of an expense entry (available if no payment is linked).
- Payment: Directly open the New Supplier Payment screen to settle the outstanding balance for this specific entry.
- Print: Generate a PDF version of the expense record for your physical files.
- Void: Cancel the expense entry and reverse its impact on your accounting records.