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Expenses

Record day-to-day shop costs such as rent, electricity and salaries, and see totals by date and category.

#What counts as an expense

Use expenses for money you spend running the shop that is not buying stock: rent, electricity, tea, transport, repairs and so on. Buying goods for resale goes in Purchases.

Open Buy & spend → Expenses. At the top you see the total for what is on screen, not counting voided entries. The list shows Ref, Date, Category, Method, Note, Amount and Status.

The Expenses list
Expenses with filters and total

#Filtering

Use From and To dates and the category drop-down to answer questions like "How much did we spend on electricity this quarter?". The total at the top updates to match.

#Recording an expense

  1. Click + New expense.
  2. Pick the Store, Category and Date.
  3. Enter the Amount. This is required.
  4. Choose how you paid in Paid via: cash, upi, card, bank or other.
  5. Add a Reference (such as a UPI transaction number) and a Note if you like.
  6. Click Save.
The New expense form
Adding an expense

Each expense gets a reference number automatically.

#Expense categories

Categories keep your spending organised and make reports clearer. Open Expense categories from the Buy & spend menu (or the settings area), then add a Name such as Rent, Electricity or Salaries. Managing categories needs settings permission.

Expense categories
Expense categories list

#Editing and voiding

  • Click Edit to fix a mistake in an active expense.
  • Click Void if an expense should not count at all. You will be asked for a reason. Voided expenses stay in the list, faded, with a voided status, are left out of totals, and cannot be edited.

#Seeing expenses in reports

Your expenses feed into your profit reports. See Reports.