What this page is for
See and find costs: rent, salaries, utilities, repairs, supplies. Totals for the period show per currency, and in your display currency when you chose one.
Who can use it
See expenses (by default Admin, Operations, Finance, Staff and Viewer). Adding needs Record expenses; changing anyone's entry needs Change any expense; settling needs Mark expenses settled; exporting needs Export expenses.
How to find expenses
- The list opens on the current month. Change From and To, or select All dates.
- Narrow by unit (or Company (no unit)), category, group, who paid, settled, status, or search the supplier and description.
- Select CSV or Excel to download what you see.
- With Recurring expenses on, use Copy to copy last month's fixed expenses or the ticked ones into a month.
Fields and columns
| Column | Meaning |
|---|---|
| Unit | The unit the cost belongs to, or Company for shared overheads. |
| Category | The category and its group. |
| Supplier | Who was paid, with the description below. |
| Amount | The total including VAT. "Not in P&L" marks costs left out of owner P&L; a status shows when it waits for approval or was rejected. |
| Paid by | The person who spent the money. |
| Settled | Whether that person was paid back, and by whom. |
| Totals | Approved expenses only, per currency. "Everything in" converts with the monthly rates; a warning sign means a rate is missing. |
Statuses and automation
- Approved expenses count in totals and P&L. Expenses above an approval rule (Approvals) wait and only count once approved.
- Marking an expense settled tells the cash modules that the settler paid back the person who spent the money.
Settings that change this page
Expense categories, Approvals rules, Exchange rates (display currency).
FAQs
Why is the list empty? It shows this month by default. Select All dates.
Can I see everything in one currency? Choose your display currency on the Exchange rates page (Multi-currency).
Troubleshooting
| Problem | What to do |
|---|---|
| A total has a warning sign | Add the missing exchange rate for that month. |
| I can't edit an expense | You can change your own until it is settled; others need Change any expense. |