Expenses and approvals

For managers. Expenses keeps a record of money the business spends outside stock purchases: rent, utilities, transport, supplies, repairs, salaries and anything else. Managers and admins use it; cashiers don’t see it.

Record an expense

Go to Expenses and select Record Expense.
Choose the Category: Rent, Utilities, Transport, Supplies, Repairs, Salaries or Other.
Enter a Description (e.g. “August shop rent”), the Amount and the Date.
Optionally attach a photo of the receipt under Receipt (optional): PNG, JPG or WEBP.
Select Submit for Approval.

The Record Expense window: category Transport, description Boda delivery to Westlands, amount 350.

It’s listed as Pending, with who recorded it.

Approve

Select Approve on a pending expense. It becomes Approved, and can’t be approved again. Managers and admins can approve, including expenses they recorded themselves.

The totals

Across the top: Expenses (Month), everything dated this month, pending included; Pending Approval; the number of Categories used; and the Largest Category. Search expenses finds one by description or category.

Users and roles