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Record an expense

Record what was spent, with any SST inside the amount, so an owner or admin can approve and pay it.

Expenses holds what was spent on the business. An expense waits as Pending approval until an owner or admin approves it. Once approved, it is in your books and can be paid.

Who can do this

  • Owners, admins and members can record expenses, and edit or delete them while they are pending or rejected.
  • When an owner or admin saves an expense, it is approved at once.
  • Only owners and admins can approve, reject, send back or mark an expense paid. See Approve and pay expenses.
  • Viewers can only look. In the demo workspace nothing can be changed.

Steps

Record an expense

  1. Open Expenses under Purchases in the Finance menu.
  2. Click New expense.
  3. Set the Date and choose the Category.
  4. Under Vendor, choose the contact who was paid, or choose Not a contact and type the Vendor name.
  5. Enter the Amount (RM), SST included.
  6. If the amount has SST in it, enter the SST inside it (RM).
  7. Add any Notes.
  8. Click Save expense.

The line above the button tells you what happens when you save. As a member: "This expense waits as Pending approval until an owner or admin approves it. Until then anyone who may edit can change or delete it." As an owner or admin: "An expense you save is approved at once: you are an owner or admin."

Change or delete an expense

  1. Find the expense in the Expenses table. Use the category and status lists, or search.
  2. Open the row's menu and choose Edit or Delete.
  3. A rejected expense can be edited and sent again. Saving it sends it for approval again.

An approved expense is locked. It cannot be changed or deleted.

Common problems

  • "Say who was paid: choose a contact or type a name."
  • "Enter the amount as a number, without commas or RM: 1200.50." Type plain numbers, with up to two decimal places.
  • "The SST cannot be more than the amount."
  • "This expense has been approved, so it can no longer be changed. …" An owner or admin can reject it first, while no payment stands against it.
  • "This expense has been in the books, so it is kept and cannot be deleted." An expense that was ever approved stays.
  • "This expense has a voided payment against it, so it is kept."

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