Expenses
Rent, gas, salaries, repairs — every rupee that leaves the business without being a purchase from a supplier.
What this screen is for
Purchases buy stock. Expenses are everything else. Keeping them here — rather than in a notebook — is what makes the difference between knowing your gross profit and knowing whether you actually made money.
How to get here
Sidebar → Cash & Bank → Expenses.
The screen, part by part
Total Expenses
A running total for whatever the filters are currently showing.
Filters
- All categories — narrow to one kind of expense
- All methods — Cash or Bank
- Date range and search
The table
| Column | Meaning |
|---|---|
| Serial No | The document number |
| Date | When it was paid |
| Category | Rent, Utilities, Salaries… |
| Description | Your note |
| Payment Method | Cash or Bank |
| Paid From | The bank account, or Cash |
| Created By | Which user entered it |
| Amount | How much |
| Status | Active or Cancelled |
Expenses are cancelled rather than deleted, so the record stays whole.
Adding an expense
Add Expense:
| Field | Notes |
|---|---|
| Category | Required. Pick one, or manage the list |
| Date | Defaults to today |
| Amount | Required |
| Payment Method | Cash or Bank |
| Paid From (bank account) | Leave empty for cash |
| Description | Optional note |
Expense categories
The Categories button opens a small manager where you add, rename and delete categories — Rent, Utilities, Salaries. Keep the list short; six to ten categories is enough for any restaurant and keeps the totals meaningful.
Step by step
Monthly rent
- Add Expense → Category Rent.
- Amount, date, Bank and the account it left.
- Description: Shop rent — March. Save.
Daily small cash
- Category Miscellaneous.
- Method Cash, leave Paid From empty.
- Enter one line per day rather than per item — accurate enough, and it actually gets done.
Fixing a mistake
Cancel the expense and enter a correct one. Cancelled rows stay visible with a tag, so the audit trail holds.
Good to know
- Gross Profit on the Dashboard is before expenses. This screen's total is the other half of the picture.
- Expenses paid from a bank account reduce that account's balance immediately.
- Stock Consumption creates expenses automatically — those appear here like any other.