Purchases & suppliers
Record a business expense
Track operating costs such as transport, utilities and shop supplies.
WHERE TO FIND IT
Expenses → New expense
Step by step
Choose the date, category and actual amount spent.
Select how you paid and add the bill reference and a useful note.
Record the expense and check the saved entry.
For cash paid from an open shift, verify the linked drawer movement.
Categories, exports and drawer links
- Maintain expense categories for rent, utilities and other operating costs, then choose the actual category on each entry. Use purchases for inventory buying rather than classifying stock as an ordinary expense.
- A cash expense linked to an open shift also changes expected drawer cash. Check that link instead of recording the same withdrawal again. Filter expenses by date, category or store and export the required records.
Expenses after a shift closes
- Cash expenses linked to an open drawer reduce that shift’s expected cash. Record the expense once; do not also add an unrelated cash-out for the same payment.
- A closed shift’s Z report remains its original closing record. Editing an expense later can update the books without rewriting that closed Z report; reconcile the change using its audit trail.
Tools and options
- Expense categories
- Group rent, wages, utilities and other operating costs.
- Expense dates & references
- Record amounts, payment methods and supporting references.
- Cash-expense drawer matching
- Keep linked drawer movements aligned when expenses change.
- Expense filters & exports
- Review expenses by period and download the records.
