Expenses

Expenses records what your clinic spends on overheads, such as rent, utilities, supplies or payroll, against a category and, optionally, a supplier. Payments against an expense are recorded the same way as purchase-order payments.

It appears under Staff & Administration › Procurement › Expenses.

Permissions

Permission	Allows	Starts on these roles
Read expenses	See expenses.	Receptionist, Manager
Create expenses	Record new expenses.	Receptionist, Manager
Update expenses	Edit drafts and change status.	Manager
Delete expenses	Delete draft or cancelled expenses.	Manager
Manage expense categories	Add and edit categories.	Manager

Paying an expense also needs staff access on the account the money comes from.

Record an expense

Select New expense.
Supplier: who it’s paid to, if anyone. Choose None if there isn’t one.
Details: Description, Category (or New), Amount, Expense date, and optionally a Reference and Notes.
Review and select Create expense.

It’s created as a Draft. Nothing is settled yet: mark it Completed before it can take payments.

Expense statuses

Status	Meaning	Next
Draft	Recorded, still editable.	Completed, Cancelled
Completed	Confirmed and ready to pay.	Partially paid / Paid as payments are recorded
Partially paid	Some of it is paid.	Paid
Paid	Fully paid.	(final)
Cancelled	Won’t be paid.	(final)

Only Draft expenses can be edited: “This expense can no longer be edited” otherwise. Check the amount before marking it Completed.
Only a Draft can be cancelled. Once Completed, it can’t be cancelled or deleted.
Only Draft or Cancelled expenses can be deleted.

The expense page

Opening an expense shows the expense document (supplier, description, category, amount, date, reference, notes, payments, refunds and balance), Payments & refunds, People (who created it and who completed it) and the status history. At the top:

Button	Shown when	What it does
Update status	You have Update expenses, and it’s a Draft (to Completed or Cancelled).	Changes the status. Partially paid and Paid are set by payments.
Record refund	It was overpaid.	Opens the refund form for the overpaid amount.
Actions › Edit	You have Update expenses, and it’s a Draft.	Edit supplier, description, category, amount, date, reference, notes.
Actions › Delete	You have Delete expenses, and it’s Draft or Cancelled.	Deletes it, after you confirm.
Actions › Print	Print is on.	The expense receipt.
Add payment (in Payments & refunds)	It’s Completed or Partially paid with a balance.	See below.

Pay an expense

From the expense’s Payments & refunds section (Add payment), or Finance › New Transaction › Expense:

Pick the expense.
Choose Payment (money going out to settle it) or Refund (money coming back from an overpayment).
Enter the Account, Amount (or Pay full balance), Method, Date, Reference number and Notes.

Recording payments and refunds needs Update expenses, as well as account access. Payments are only possible once the expense is Completed (or Partially paid) and has a balance. A refund is only possible if it was overpaid (“No refund is available - this expense has not been overpaid”), and can’t exceed the overpaid amount.

Payments are finance transactions and follow the account’s approval rules. The expense moves to Partially paid or Paid by itself, and back if a payment is voided.

Find expenses

The Expenses list shows each expense with its supplier, status and balance. Filters: Category, Expense date, Status and Supplier.

Printing, dashboard and reports

With Print on, an expense receipt can be printed.
Dashboard widgets: Expenses by Category, Unpaid Expenses.
Report template: Expenses by category.
Data sources: Expenses, Expense categories.