How to Record & Manage Expenses in Perfect Inventory Manager

2025-06-30

💵 Expenses Page

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


🎯 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.


👥 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

🧾 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.

🛠️ 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

🧰 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

📈 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

📬 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

🖨️ 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

🧠 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

🔁 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.

🧠 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.


📌 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