Expenses

Where: Finance > Expenses
Who can use it: Permission: expenses.view or view reports.
Open this page in SureTill

Every expense is saved for the branch you have selected and starts as Pending. A person with the right to approve then approves or rejects it. Approved expenses feed the Accounting page (Cash on Hand) and the cash lines of the End-of-Day Report. The page loads up to 200 expenses.

Step by step

Record an expense

1. Open Finance > Expenses and click Record Expense.
2. Type the Expense Title / Merchant, for example Gas cylinder, Ali Traders.
3. Type the Amount. It must be more than zero.
4. Pick the Category.
5. Pick how it was paid and the date (today by default).
6. Add a description if you want and click Submit for Review. The button stays off until a title, an amount and a category are filled.
7. The expense appears with the status Pending and a number like EXP-20261020-0001.

Record Expense: the window that opens.

Approve or reject

1. On a Pending row click the green check to approve, or the red cross to reject. You can also open the row with the eye icon and use Approve or Reject there.
2. Only Pending expenses can be approved or rejected. Approving saves who approved and when.

Delete an expense

1. Click the red trash icon on the row.
2. Read the message This will permanently remove the expense record and click Delete.

Careful

An Approved expense cannot be deleted or changed. The server refuses and you see its message. A deleted expense is gone for good. Rejected and Pending expenses can be deleted.

Tip

A new restaurant has no expense categories. In the Record Expense window type a name in New category name and click Add category. The new category is selected for you.

Every setting explained

Setting	What it does
Total Expenses	Sum of the amounts of the rows that match your filters, in any status.
Approved Total	Sum of the Approved rows that match your filters.
Pending Approval	Number of Pending rows that match your filters.
Total Records	Number of rows that match your filters.
Search	Matches the title (merchant) or the category name.
Category filter	All Categories, or one of your saved expense categories. It finds the rows of that category.
Filter by Date	From and To dates on the expense date.
Identity	The expense number, for example EXP-20261020-0001.
Merchant / Vendor	The title you typed.
Category	The category name.
Value	The amount.
Status	Pending (pulsing), Approved or Rejected.
Audit Actions	Approve and Reject (pending only), View detail, Delete.
Expense Title / Merchant	Required. Up to 255 characters.
Amount	Required. At least 0.01.
Category (form)	Required. Choose one of the saved expense categories, or add one with New category name and Add category. The Submit for Review button stays off until a category is chosen.
Payment method (form)	Cash (default), Bank Transfer, Credit/Debit Card, Cheque or Online Payment. This is a note on the expense. It does not take money from a cash drawer or a bank account.
Date	The expense date. Today by default.
Description	Free text. Shown as Notes in the detail window.
Expense Detail window	Shows merchant, amount, category, status, date, payment method and notes.

Tip

There is no edit button on this page and no field for a receipt picture. If an amount is wrong and the expense is still Pending, delete it and record it again.

Related articles

• Accounting
• Reports