How do I record a school expense (bill, purchase, repair) on Finance › Add Expense?

Finance › Add Expense is the quick way to write down money the school has spent. You say what it was spent on and which cash or bank account it came out of; the screen builds the double entry for you and posts it as a normal finance entry.

📺 Watch: HOW ADD EXPENSE IN FINANCE — https://youtu.be/UWWeKIVDx8A

Steps

1. Go to Finance › Add Expense
2. Check the Transaction Date — it starts on today
3. In Select Cr Account pick the account the money left (Cash, or a bank account) — the list shows your Assets accounts only
4. Check Campus — the first campus is filled in for you; change it if the spend belongs elsewhere
5. In the table pick an Account from your Expense headings, type the Amount and a Memo
6. Press Add More (or just press Enter) for another line; the bin icon removes a line — the first line cannot be removed
7. Read the Total row, then press Save. The form clears, ready for the next entry

What is actually posted

Every line becomes a debit to that expense account, and one balancing credit for the total goes to the account you chose in step 3. It is exactly what you would type on Journal Entry, with the credit side filled in for you. The entry then shows in Journal Inquiry, GL Inquiry, the Cash Report and the P & L Statement like any other.

Rules you will run into

• Save stays disabled until a date, a Cr account and a campus are all chosen.
• Each line needs both an account and an amount. A line with one but not the other is refused, and the message tells you the line number.
• Whole rupees only. An amount with paisa (150.50) is refused when you save — round it.
• The date cannot be after today, and how far back you may go is the Challan Payment Date Restriction set on your own user in Admin › Users & Privileges (Current Day, Current Month, or a custom number of days). If an old date is greyed out, that setting is why — ask whoever manages users.
• An account you cannot find is either inactive or filed under a heading other than Expense. Check Finance › Chart of Accounts.
• There is no edit here. To correct a saved expense, open it in Finance › Journal Inquiry and update or delete it there. Entries that were created by a challan payment or a salary run cannot be deleted.

Who can use it

It is gated by the same permission as Journal Entry (Finance → Journal Entry, create). If the Save button is greyed and says you are not allowed, that is the permission to ask for.