Expenses
For: Anyone recording a paid cost that is not a vendor bill — fuel, travel, a one-off service
An Expense posts as soon as you Save: debit the Expense Account, credit Paid Through. There is no status workflow, no Mark As, and no warehouse movement. If you need items, GST lines, and a payable to a vendor, use a Bill instead.
What this module does
1. Creating an expense
Pick Division, Branch, Warehouse. Only Save.
Expenses#: Auto-generated unless you turn that off under Expense Configuration. Default prefix EX.
Customer/Vendor/Ledger Name: Optional. Customers and account ledgers. This is not a required vendor like a Bill.
Expense Account: Required. Chart of accounts: Expense, COGS, or Other Expense.
Amount and Date: Flat amount. Date is the posting date.
Paid Through: Required. Money / payment account categories (same family as Payments Made Paid Through).
Notes, Terms, receipts: Notes and Terms & Conditions (from the configuration drawer). Upload Your Files for receipts.
2. Expense vs Bill
| Expense | Bill | |
|---|---|---|
| Nature | Already paid from Paid Through | Payable to a vendor |
| Items / GST lines | No | Yes |
| Status | None | Draft → Open / Paid / … |
| Stock | Never | Per Inventory Config |
Note: Recurring Expenses generate live expenses (money moves on create). Recurring Bills generate Draft bills.
3. Viewing, searching, and the list
Add. Preferences → Expense Configuration. No Excel export. Detail tabs: Basic Info, History, Attachments when receipts exist. Download and Print.
4. Editing an expense
Allowed whenever you have Edit. Changing amount, expense account, Paid Through, or date deletes the old journal and posts a new one.
5. Printing and downloading
Detail: Download and Print. GSTIN on the PDF is the company stamp, not line tax.
6. Deleting an expense
Reverses the journal and removes receipts from storage. There is no Cancel status to keep a voided copy.
Business rules
| Topic | Rule |
|---|---|
| Not a bill | An Expense is direct spend: Dr Expense Account, Cr Paid Through. No item lines, no GST on lines, no due date, no vendor Current Balance, no stock |
| Ledger posts on Save | Create posts immediately. Edit re-posts if amount, expense account, Paid Through, or date change. Delete reverses the journal, then removes the record |
| No statuses / no Mark As | There is no Draft, Open, or Cancelled. Edit and Delete follow permission only |
| Subscription gate | Creating an expense is limited by your plan. Editing and deleting are not separately gated |
| No primary-bank gate | You must pick Paid Through (a money/payment account). You do not need a primary bank |
| Expense number | Auto-generated with an EX prefix unless you turn that off under Expense Configuration on the form. That same drawer stores Terms & Conditions. Locked after save when auto-generate is on |
| Division, Branch, Warehouse | Required, plus Date, Expense Account, Amount, Paid Through, and organization shipping address. Customer/Vendor/Ledger Name is optional |
| GST | No item GST. Company GSTIN is stamped for display on the PDF and detail only. Amount is a flat figure |
| No Duplicate, no list Export, no Convert | Recurring Expense is a separate module — nothing converts an Expense into a schedule |
| Attachments | Upload Your Files — receipts, up to 3 files, 5 MB each |