Record and review expenses

Record office spending

Open Expenses and select New expense. Expense creation and approval/posting are separate permissions.

1. Check When, choose Category, and select Paid to (staff) or enter Paid to (anyone else). A selected staff member takes precedence over the typed recipient.
2. Choose How it was paid, enter Amount of at least 0.01, and describe What it was for.
3. Attach Receipt if available: JPG, PNG, WebP or PDF, up to 5 MB.
4. If you can post expenses, choose the correct Source account to post immediately; leaving it empty sends the expense for approval.
5. Select Save expense and check whether the confirmation says posted or waiting for approval.

Use date, source, status, category, person, branch and vehicle filters to review spending. For a pending office expense, an authorized reviewer can post it with a Source account and optional Note, or Reject with a reason. Check the receipt before deciding.

Review counter expenses in Admin

Open POS expenses. This guide covers office review of submitted records. Filter by Stage, Record, Movement, recipient/category or dates.

• For an open advance, choose its completion action, enter Final bill amount and check calculated cash coming back to the drawer or extra cash paid out. Add Note and Receipt, then Complete expense.
• For missing evidence, use the receipt action, attach an image or PDF up to 5 MB and select Submit receipt.
• For approval, compare the bill, final amount and settlement. Select Approve, enter Audit note if useful and confirm Approve expense. An approval without a receipt requires a written Approval note when prompted.
• To reject, provide Reason and confirm Reject expense. To cancel an eligible record, provide Cancellation reason and confirm the displayed action.

Available actions depend on the expense’s stage. Enter the actual cash settlement, not a convenient balancing figure. Review the updated record after each action; completing an advance and approving the expense are different steps.