How to log an expense

Expenses are the catch-all for costs that don't have a supplier-issued invoice — petty cash, mileage, recurring auto-payments, employee meals, small reimbursements. Open Finance → Expenses → + to follow along.

Optional supplier

If the cost has a recipient you want to track (a regular vendor without invoices, an employee receiving a reimbursement), pick from the supplier autocomplete. Otherwise leave empty.

Date and due date

Date is when the cost was incurred. Due date is when it needs to be paid (often "today" for petty cash; future for invoice-style services without formal invoices).

POS point and warehouse

Both optional, both useful for cost allocation. POS point links the cost to a sales department (Bar, Restaurant, Spa); warehouse links it to a stock location (Main Store, Kitchen). Reports use these to show profit by department or by location.

Line items

Each line: description, amount, optional tax. Line items are how you split a single expense across categories — "Restaurant supplies April" might have lines for cleaning supplies, paper goods, and small equipment. Reports group by category.

Description and serial

Description is the place to record what the cost was for, who incurred it, and any receipt reference. Serial is the receipt number or your internal voucher number — useful when reconciling against physical receipts later.

Save and review

Save. The expense appears in the list immediately and starts showing in P&L reports for the date range it falls in. End-of-month, filter the expense list by date and walk down it with your accountant to confirm everything's recorded.