Record an expense

The expense log keeps a simple record of money spent by each unit: how much, when, on what and with whom. Recording an expense here does not pay anyone or take money from an account; it is a log for tracking and reporting.

You need the Add Expenses permission, which Finance & Accounts and Procurement & Stores officers have. Open Expenses from the Finance part of the menu.

1. Add expense. Records a new expense.
2. Search and filters. Search by description, vendor or category, and narrow by category or date range. The cards at the top total the matching expenses in each currency.

Record an expense

1. Select Add expense.
2. Enter the Amount and Currency.
3. Enter the Expense date. The day the money was spent, not today’s date if they differ.
4. Enter a Category. Type a short word such as Stationery, Fuel or Travel. Use the same words each time so the category filter and totals stay useful.
5. Choose the User group. The department or unit that spent the money.
6. Add the Vendor, a Receipt link and a Description. The receipt link is the web address of a scanned receipt, for example one you uploaded to Documents.
7. Select Record expense. The expense opens so you can check it.

1. Amount.
2. Expense date.
3. Category. Free text; keep it consistent.
4. User group. The unit the expense belongs to.
5. Record expense. Saves it.

Correct or remove an expense

1. Open the expense from the list.
2. Select Edit to change it, then Save changes. Needs Edit Expenses.
3. Or select Archive to remove it from the log and its totals. You are asked to confirm. Needs Delete Expenses, which only administrators have by default.

Each expense shows who recorded it and when it was created and last changed.

Related

• Expenses reference
• Raise and pay a payment voucher (to actually pay someone)