Record an expense
Enter a manual expense against a category, with an amount, date, and optional receipt.
A manual expense is a single piece of spending you enter by hand — a utility bill, a repair, a purchase. It is filed under an expense category and recorded for the selected academic year.
Who this is for
Finance staff recording what the school spends.
Before you start
- At least one expense category must exist — see Create expense categories.
- An academic year must be selected.
Steps
Open the Expenses tab
Go to Finance → Expenses, stay on the Expenses tab, and start a new expense.
Fill in the expense details
Complete the fields below, then click Submit.
| Field | Required | Notes |
|---|---|---|
| Title | Yes | A short label, max 80 characters, e.g. October electricity. |
| Category | Yes | The expense category to file this under. |
| Amount | Yes | The amount spent. Cannot be negative. |
| Expense date | Yes | The date the expense occurred. |
| Payment method | No | How it was paid — cash, card, or bank transfer. |
| Vendor name | No | Who was paid. |
| Receipt number | No | A reference for the receipt or invoice. |
| Description | No | Optional notes, max 500 characters. |
| Document | No | Attach a receipt or invoice file. |
Save the expense
The expense is added to the Expenses tab for the selected academic year.
Vehicle and payroll expenses
You only record manual expenses here. Vehicle and payroll expenses appear on their own tabs and are generated automatically — they are not entered by hand.