Record an expense

When you need this

The school pays for something: stationery, repairs, fuel, a supplier's invoice. Record it the day it is paid, so the cash book and the reports show what went out.

For money out that you first see on a bank statement (a withdrawal, a debit order, a bank charge), start from Withdrawals and bank charges: it records the expense the same way and then matches it to the statement line.

Steps

1. Open Expenses in the menu and press New Expense.
2. Date: the day the money was paid.
3. Amount: what was paid. Check the currency in front of it.
4. Payment Method: how it was paid, for example Cash or a bank transfer. The app remembers the last one you used.
5. Cash account: the account the money left. The app fills one in from the payment method: check it is the right one (for example Petty cash for cash from the petty cash tin).
6. Category: what the money was spent on. The app starts on the first category in the list, so always choose the right one.
7. Description: what it was for, for example Printer cartridges, admin office.
8. Reference: the supplier's invoice or receipt number, or the bank's reference for a transfer.
9. Vendor (optional): the supplier, if they are set up in the app.
10. Attachments: Click here to attach files and add a photo or scan of the supplier's receipt or invoice.
11. Press Save expense.

What you should see

The Expenses list opens with the new expense. The money is recorded as leaving the cash account you chose.

If something goes wrong

• "Enter the date", "Enter an amount above zero", "Pick a payment method", "Pick a category": fill in the field shown in red.
• "Pick a cash account – the selected payment method's default doesn't match this currency.": the payment method's own account is in another currency. Choose the account the money really left, in the currency you paid in.
• The expense was paid from the bank and the statement line stays Unmatched: on the statement, press Auto-match, or ⋮ → Match to cash book and pick the expense. See Withdrawals and bank charges.
• The category you need isn't in the list: ask the bursar. Don't pick a near one: the reports group spending by category.