Expenses
Record operating spend, pay from treasury, and review By category / Monthly / Outstanding reports (Growth+).
Business Suite · Finance
Chemin: Store → Expenses
Définition
Store → Expenses → Add expense(amount, category, paymentMethod, treasury?) → pay / reports
Expenses records operating costs outside the purchase/inventory flow (rent, utilities, marketing, and similar opex). Expense ≠ Payment — creating an expense and paying it are separate events. Use Purchases for supplier stock bills.
Compatibility
- Minimum plan: Growth+ with expenses capability (Store → Billing).
- Seed expense categories from the UI if the list is empty.
- Treasury account is required at payment time for bank/card/MFS — create it under Banking first.
- Tax on expenses can feed Accounting → Tax input for the period (tax-configured lines).
Rule of thumb: goods/inventory acquisition → Purchases; non-stock operating cost → Expenses.
Expense vs payment
Create expense
↓
Approved / Outstanding (unpaid or partial)
↓
Payment from treasury
↓
Paid Expense ≠ Payment — recording spend and money leaving treasury are not the same step.
Outstanding lists approved but unpaid or partially paid expenses for follow-up.
Purchases vs Expenses
Goods / inventory → Purchases (PO → GRN → Bill → Payment) Operating cost (opex) → Expenses (Expense → Payment) Use Purchases: stock purchase, supplier stock bill Use Expenses: rent, utilities, marketing, other non-stock opex
Purchases manages goods/inventory acquisition. Expenses manages operating spend outside that flow.
Path & fields
Store → Expenses
expense: { amount, categoryId, paymentMethod, treasuryAccountId?, tax?, note? }
tabs: Expenses | By category | Monthly | Outstanding treasuryAccountId is needed when paying from bank/card/MFS — not when the expense stays unpaid.
tax? on a tax-configured expense can appear as input tax on Accounting → Tax for the period.
Accounting & Quick pay
Quick pay (default cash/bank/card/MFS when not draft) → Expense + Payment + Journal together → Dr Expense · Cr Treasury → Status: Paid Unpaid path (draft / workflow / credit) → Create → Approve → Outstanding → Later payment → Journal · Treasury reduced → Paid / Partial Credit accrual (on approve) → Dr Expense · Cr AP (hits P&L before cash leaves) → Later settle: Dr AP · Cr Treasury
Quick pay posts expense, reduces treasury, and writes the journal in one step when accounting is configured.
Non-credit unpaid expenses usually hit P&L only when the payment journal posts. Credit accruals hit P&L on approve.
By category and Monthly respect the selected date range.
How to record and manage expenses
- Open Store → Expenses (Growth+).
- Seed categories if the list is empty.
- Choose Add expense — enter amount, category, date, and note.
- Select payment method; for bank/card/MFS pick the treasury account when paying now.
- Save with Quick pay when money leaves now — or save unpaid / draft and pay later from Outstanding.
- Use By category / Monthly to review spend for a date range.
- Use Outstanding to clear unpaid or partially paid approved expenses.
- Correct paid/posted mistakes with Void/Reverse — do not delete posted history.
Examples
Office rent Category Rent · amount · bank treasury · Quick pay → Paid Monthly review From/To = last month → By category (marketing vs utilities) Partial payment Pay part now → remainder stays Outstanding until fully paid
Common errors
- No categories — use Seed categories in the Expenses UI.
- Cannot pick treasury — create the bank/MFS account under Banking first.
- P&L missing expense — check posting status (paid vs unpaid/credit accrual), accounting config, and Accounting From/To.
- Wrong module — supplier stock bills belong in Purchases, not Expenses.
- No Expenses menu — Growth+ and expenses permission required.