Where to do it
Finance › Requisitions › Settle Requisition. Find the requisition, press Log bill, and enter what the bill says.
Split it across what it was actually spent on
One bill often covers more than one thing — cement and labour on the same invoice. Enter a line for each, choosing the expense head and the amount.
🔴 This is the part that matters. Charge the whole bill to one head and your reports can no longer answer "what did we spend on repairs this month" — which is the question the whole requisition system exists to make answerable.
What the entry does
| Account | Amount | |
|---|---|---|
| Debit | Building Repairs, Stationery, … | each line of the bill |
| Credit | Staff Advances — the person | what they were holding |
| Credit | Bank, or Payable to staff | only if the bill was more |
This is the moment the money counts as spent, dated the day of the bill. Before it, the amount sat against the person's name and your Profit & Loss showed nothing.
The three cases
The bill matches what you gave them. The advance clears and the requisition is settled.
The bill is less. Only the billed amount clears. The rest stays against their name until they hand it back, and the screen says so before you save: "After this bill, they will still be holding 400."
The bill is more — they spent their own money. The screen says so, and asks what to do: record it as owed to them, or pay it back now from a chosen account. 🔴 There is deliberately no option that makes the difference disappear. Money the school owes a member of staff is a debt whether or not anybody writes it down.
The bill photo
If Require the bill to be attached is switched on in Requisition Settings, the bill cannot be saved without a photo or a PDF. The document is stored privately and opens through a link that expires after ten minutes.
If you make a mistake
There is no edit and no delete. Reverse the bill and log the right one. Reversing takes the expense back out of the Profit & Loss and puts the advance back on the person's name; both entries stay visible for ever.
Buying something the school keeps
A bill for chairs or a computer can be charged to an asset account instead of an expense head — both are offered. Income accounts are not, because money going out is never income.