Expenses record the shop's operating costs, such as rent, electricity or transport. Stock bought for resale belongs in New Purchase; a supplier debt repayment belongs in supplier payments. Recording either again as an expense can make reports misleading.
Record an expense
- Open Expenses and choose its add action.
- Check Date, then enter a short, specific Title, such as “September shop electricity”.
- Choose or enter Category. Use consistent names so similar costs appear together in reports.
- Enter the positive Amount and choose Payment, meaning the method used to pay.
- Add a Note with the bill number, payee or explanation.
- Review and save once. Find the saved expense in the list and check its date, category and amount.
Example and common classification mistakes
For a 25,000 Ks electricity bill paid in cash, choose an appropriate electricity or utilities category, enter 25,000 and select Cash. This records a business running cost; it does not add inventory.
- Buying bottled water to resell: use New Purchase, not Expenses.
- Paying an earlier supplier bill: use Record Supplier Payment, not a second purchase or expense.
- Collecting customer debt: use the customer's payment form, not a negative expense.
- If one real payment covers different purposes, ask the owner how to split the records without counting the money twice.
Search and filter expenses
Search by Title, Category or Note. Use Category, Payment and From / To filters to narrow the period; apply the filters using the screen's filter action. Check the displayed dates and clear filters when a record appears missing. Use the list's page controls or scrolling to see the remaining records.
Correct or remove a record
- Find the exact expense and open Edit expense.
- Compare it with the original bill before changing the date, amount, method or description.
- Save and verify the list and relevant reporting period.
- Use Delete expense only for a genuinely incorrect or duplicate record and only with the required authority. Read the confirmation first.