Record expenses

Before you start

• The Finance › Expenses page and Add Expense are open to the Owner and Admin roles only.
• Every expense needs an Account; accounts are defined on the Payment Channels page: Payment channels and account movements. Expenses take no payment method.

Record an expense

1. 1

   On Finance › Expenses, press Add Expense.

   The Add Expense window opens on One Time and Expense.

2. 2

   Choose the Expense Type.

3. 3

   Write a Description if you like.

4. 4

   Enter the Payment Amount and the Payment Date.

5. 5

   Choose the Account; add a Note if you like.

6. 6

   Press Save the Expense.

   A "The expense is recorded" message appears and the record joins the list.

The Expense Type choices are Rent, Utilities/Dues, Materials/Supplies, Products/Inventory, Marketing/Advertising, Maintenance/Repairs, Taxes/Government Fees, Software/Technology/Subscriptions and Other. You cannot add types of your own; for an expense the list does not name, choose Other and say what it is in Description.

Staff compensation payments

Record what you pay an instructor by choosing Staff Compensation under Payment Type. You are then asked for the Staff and the Settlement Month instead of the Expense Type:

• Once you pick the person, their unpaid compensation appears below by month, and the Payment Amount fills with the unpaid amount of the chosen month. Enter less to make a partial payment.
• Left empty, the Description is written as "Full Name - Month compensation".
• For this type the save button reads Save the Payment.

How compensation is worked out, and how to pay it from the staff page, is in Pay an instructor.

Expenses that repeat every month

For expenses entered the same way every month, such as rent, use a template. A template prefills the form; it never books an expense on its own. You still record the expense each month.

1. 1

   In the Add Expense window, choose Recurring under How often.

2. 2

   Choose a template from the Template list.

   The form fills with the template's values; the Payment Date starts as today.

3. 3

   Change any field if needed.

4. 4

   Press Save the Expense.

• If you changed the form, you are asked What to do with the template: Save without touching the template, Update the template or Save as a new template.
• To create your first template, choose Add Template in the Template list and enter a Template Name. The template is created as the expense is saved.

Manage expense templates

1. 1

   On the Expenses page, press Expense Templates above the table.

   The Expense Templates window opens with the templates you have.

2. 2

   For a new template, press Add Template; to change or remove one, choose Edit or Delete in its row's ⋯ menu.

• Only the Template Name is required. Whatever you leave open is asked for in Add Expense.
• Deleting a template does not change the expense records prefilled from it.

Read the Expenses list

• Change the period with the Month / Year choice at the top of the page. A record appears in the period its Payment Date falls in.
• The Total Expenses, Staff Compensation and Operating Expenses cards add up the selected period and filters; canceled records do not count.
• Narrow the list with the Payment Type, Expense Type, Account and Staff filters. Pressing a row of the Expense Breakdown card on the Summary page also opens the list filtered to that expense type.
• The search box at the top left of the table looks through the description, the note and the staff, template and account names; Turkish letters need not be typed. The search narrows the cards at the top and the CSV file too.
• Download the list with Export (CSV) in the More actions (⋯) menu; the file holds every record of the selected period and filters.

Edit or cancel an expense

1. 1

   Press the record's row, or choose Edit in its ⋯ menu.

   The Edit the Expense window opens.

2. 2

   Change the amount, the date, the description, the account, the note, and the expense type or the settlement month.

3. 3

   Press Save.

   A "The expense is updated" message appears.

1. 1

   Choose Cancel in the record's ⋯ menu.

   The Cancel the expense record window opens.

2. 2

   Write a Reason for canceling if you like, then press Cancel the Expense.

Expenses are never deleted, only canceled. A canceled record stays on the list as Canceled and leaves the totals. When you cancel a staff compensation payment, the amount goes back to what the studio still owes that person.