💵 Expenses Page

“Track every cost — from restocking to rent, logistics, and beyond.”

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🎯 Purpose of This Page

The Expenses Page is designed to help you record and manage any cost that doesn't directly come from a purchase bill or product sale.

You use it to:

• Record operating costs (rent, utilities, salaries)
• Track spending unrelated to stock (e.g., equipment repair)
• Add supplier or customer-linked expenses
• Maintain transparency in clinic, store, or company spending
• Export expense records for accounting or audit

✅ This page works like a simplified ledger of outflows — every money-out event that matters.

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👥 Who Uses This Page?

• Finance staff recording bills or payment vouchers
• Store officers logging shipping fees or losses
• Procurement staff recording vendor charges
• Hospital administrators tracking patient-related expenses
• Clinic managers logging salary, fuel, or repair expenses

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🧾 What You Can Record

Expense Type	Example Entries
📦 Shipping	Courier fee for emergency delivery from supplier
🧰 Maintenance	Cost to repair faulty storage fridge
🏠 Rent	Monthly space rental fee for storage unit
⚡ Utilities	Electricity or internet payment
👥 Salaries	Payments to temp workers or contracted staff
📃 Other	Donation payouts, insurance fees, etc.

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🛠️ What You Can Do On This Page

Feature	Description
🔎 Search Bar	Search expenses by keyword (e.g., “Internet”)
📅 Date Filters	Filter by “Today,” “Last Week,” “This Month,” etc.
👤 Link to Customer	Optional – tag an expense to a specific customer (e.g., refunds)
🧾 Description Field	Clearly explain the reason for expense
💵 Amount Field	Record exact value spent
🧑 User Tagging	System logs which user recorded the expense
📄 Print / Export	Download or print the expense sheet

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🧰 Example Workflow: Logistics Cost

1. You pay $150 for express shipping of emergency insulin.
2. Open Expenses Page
3. Click Add New
4. Enter:
• Description: “Express shipping – insulin”
• Amount: 150
• Date: Today
5. Save record
6. ✅ Print or export later for reimbursement/audit

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📈 Example: Monthly Report

The finance team wants to know how much you’ve spent this month outside of purchases.

1. Filter: This Month
2. View the expense list and total at the bottom
3. Click Export CSV
4. Submit file with monthly finance report

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📬 Link to a Customer (Optional)

In scenarios where you’re refunding a customer or paying something on their behalf:

• Use the Customer field to tag the person

✅ This helps track all spend related to a single customer.

🧠 Useful for:

• Refunds
• Charity support
• Donated goods or grants

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🖨️ Export & Print

At any point, you can:

• Export by month, user, or keyword
• Print a receipt or voucher-like sheet
• Store hard copies or attach to physical finance files

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🧠 Best Practices

• Add clear, specific descriptions
• Encourage staff to tag users so actions are traceable
• Review expenses weekly or monthly
• Use filters to isolate by customer, date, or keyword
• Use the exported file as part of your bookkeeping or audit trail

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🔁 Purchases Are Automatically Tracked as Expenses

Every time you complete a purchase order (via the Purchases Page ), the system automatically logs it as an expense entry.

This means:

• You don’t need to manually add the cost of purchased items to the Expenses Page.
• The cost of goods purchased (including tax and shipping) is captured under supplier-linked expense records.
• These appear in your expense exports and totals — helping you track both inventory costs and operating costs from a single place.

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🧠 Example: Automatic Purchase Expense

You purchase $500 worth of antibiotics from “ABC Pharma” and mark the purchase as completed.

A new expense record is automatically created in the system. It includes:

• Supplier: ABC Pharma
• Amount: $500
• Description: “Purchase – Antibiotics”
• Date and user who performed the transaction

✅ It becomes visible in financial summaries and exports from the Expenses Page.

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📌 Why This Matters

• Ensures no cost is missed when calculating operational expenditure
• Gives a complete financial overview — from purchases to utilities, logistics, and rent
• Helps the finance department reconcile spending against inventory movement

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