1. Navigate to “Add Expense” #

1. Log in to your restaurant management system.
2. In the sidebar, click Expenses.
3. Under Expenses, select Add Expense.
4. The expense entry form will open with multiple sections for expense details and payment information.

2. Fill Basic Expense Information #

1. Business Location – Select the restaurant location where the expense occurred:
   • Choose from dropdown (e.g., “Restaurant (BL001)”).
   • This determines which location’s budget and accounts are affected.
2. Expense Category – Select the appropriate expense type:
   • Choose from predefined categories (Bank Charges, Travel Expense, Rent, Telephone).
   • Categories help organize expenses for reporting and budgeting.
3. Sub category – Optional field for more detailed categorization:
   • Provides additional classification within main categories.
   • Helps with detailed expense analysis and reporting.
4. Reference No. – Enter expense reference number:
   • Leave empty to auto-generate a unique reference number.
   • Or enter your own reference for tracking purposes.

3. Set Date and Expense Details #

1. Date – Set the expense date and time:
   • Use the date-time picker (format: DD/MM/YYYY HH:MM).
   • Defaults to current date and time.
   • Important for accurate financial reporting and period tracking.
2. Expense for – Specify what the expense is for:
   • Select from dropdown options (Office, Travel, Maintenance, etc.).
   • Helps categorize expenses by purpose or department.
   • Click the info icon (ℹ️) for additional guidance.
3. Expense for contact – Link expense to specific contact:
   • Select vendor, supplier, or service provider from dropdown.
   • Helps track expenses by vendor for analysis and payments.
4. Total amount – Enter the total expense amount:
   • Input the full amount including any taxes.
   • Use decimal format (e.g., 150.75).
   • This field is required for all expenses.

4. Attach Documents and Set Tax #

1. Attach Document – Upload supporting documentation:
   • Click BROWSE button to select files.
   • Maximum file size: 5MB.
   • Allowed formats: .pdf, .csv, .zip, .doc, .docx, .jpeg, .jpg, .png, .gif, .txt.
   • Upload receipts, invoices, or other proof of expense.
2. Applicable Tax – Select tax rate if applicable:
   • Choose “None” if no tax applies.
   • Select appropriate tax rate (GST, VAT, etc.) if applicable.
   • Tax will be calculated automatically based on total amount.
3. Expense note – Add detailed description:
   • Provide clear explanation of the expense purpose.
   • Include any relevant details for future reference.
   • This helps with expense approval and audit processes.

5. Configure Special Expense Options #

1. Is refund? – Check if this expense is actually a refund:
   • Enable this checkbox for refunds received.
   • This will create a positive entry instead of an expense.
   • Click info icon (ℹ️) for more details on refund handling.
2. Is Recurring? – Set up automatic recurring expenses:
   • Enable for expenses that repeat regularly (rent, subscriptions, etc.).
   • When enabled, additional options become available:
3. Recurring Interval – Choose frequency:
   • Select from Days, Weekly, Monthly, or Yearly.
   • Determines how often the expense will automatically repeat.
4. No. of Repetitions – Set how many times to repeat:
   • Enter specific number of repetitions.
   • Leave blank for infinite repetitions (until manually stopped).
   • System will create future expense entries automatically.

6. Add Payment Information #

1. Amount – Enter payment amount:
   • This can be partial payment or full amount.
   • Use decimal format for accuracy.
   • Payment due will be calculated automatically.
2. Paid on – Set payment date and time:
   • Use date-time picker for when payment was made.
   • Can be different from expense date if paid later.
3. Payment Method – Select how payment was made:
   • Options: Cash, Card, Bank Transfer, Cheque.
   • This affects which account the payment is recorded against.
4. Payment Account – Choose the account used:
   • Select from available accounts (Main Account, Petty Cash, etc.).
   • Links payment to specific bank account or cash fund.
5. Payment note – Add payment details:
   • Include check numbers, transaction IDs, or other payment references.
   • Helpful for reconciliation and audit purposes.

7. Review and Save Expense #

1. Review the Payment due amount displayed at bottom-right:
   • Shows remaining balance if payment is less than total expense.
   • Should be 0.00 if full payment is recorded.
2. Double-check all entered information for accuracy:
   • Verify amounts, dates, and categories are correct.
   • Ensure attached documents are relevant and clear.
   • Confirm payment details match actual transaction.
3. Click the purple Save button to record the expense:
   • Expense will be added to your expense records.
   • Account balances will be updated automatically.
   • If recurring, future expenses will be scheduled.

8. Expense Form Fields Reference #

9. Payment Tracking and Partial Payments #

• Full Payment – When payment amount equals total expense amount:
  • Payment due shows 0.00.
  • Expense is marked as fully paid.
  • No further payment action needed.
• Partial Payment – When payment is less than total expense:
  • Payment due shows remaining balance.
  • Expense marked as partially paid.
  • Additional payments can be added later.
• No Payment – When no payment is recorded:
  • Payment due equals total expense amount.
  • Expense marked as unpaid.
  • Payment can be added when actually made.

10. Recurring Expense Management #

11. Best Practices for Expense Entry #

• Timely Entry – Record expenses as soon as possible after they occur.
• Accurate Categorization – Use consistent categories for better reporting.
• Complete Documentation – Always attach receipts or invoices when available.
• Detailed Notes – Provide clear descriptions for future reference and audits.
• Regular Review – Check recurring expenses periodically to ensure they’re still needed.
• Approval Process – Follow company policies for expense approval before payment.
• Account Reconciliation – Regularly reconcile expense records with bank statements.

12. Troubleshooting Common Issues #

13. Done! 🎉 #

You can now efficiently record business expenses with complete payment tracking, proper categorization, and automated recurring expense management for your restaurant operations!