Recording expenses and tracking payments

The Expenses page is where you record your business costs and follow their payments. In the left menu, go to My Business → Accounting & Finance → Expenses.

The list and the summary cards

The list opens on This Month by invoice date: only expenses whose invoice date falls in the current month are shown. The Total Spending and Outstanding Balance cards at the top also add up only the expenses that match the filters on screen.

Each row shows the invoice date, the expense title (with the document number and note, if any), category, supplier (with the related staff member underneath for staff expenses), amount, paid, remaining, due date and status. The icons at the end of the row are Make Payment (only while a balance remains), Edit and Details. On narrow screens the table scrolls sideways; if you cannot see these icons, scroll the table to the right.

Adding a new expense

1. 1

   Click New Expense

   The New Expense button at the top right opens the Add New Expense window.

2. 2

   Enter the basic information

   Expense Title / Description, Category, Total Amount and Invoice / Transaction Date are required. The date starts as today; if you are entering an older invoice, pick the invoice day — the list and the filters work by this date.

3. 3

   Choose the supplier and staff member

   In Supplier / Company, pick from the list, or type a new name and click “Add as …”. The name you type is also added to your Suppliers list when you save; if a supplier with the same name already exists, the expense is linked to it. The Related Staff field only appears when you choose a category from the Staff Expenses group; it shows the staff member the payment relates to, not the person entering it.

4. 4

   Open the details if needed

   The Details (Optional) section holds Payment Due Date, Invoice / Receipt No and Notes. Without a due date the expense shows as “No Due Date” and never appears under Overdue.

5. 5

   Save

   Click Save. The expense is added with the Unpaid status. If something is missing, a message appears under the field: “Expense title is required”, “Category selection is required” or “Amount must be greater than 0”.

Categories come in three groups: Fixed Expenses (rent, internet and phone, accounting and consultancy, software and subscriptions, insurance, building fees and shared costs), Staff Expenses (salaries, bonuses, advances, social security and insurance contributions, meals and travel) and Variable Expenses (electricity, water, heating and gas bills, products and supplies, advertising and marketing, maintenance and repairs, cleaning, transport and fuel, taxes and fees, bank and card terminal charges and so on). Category names are shown in Turkish. The category list is fixed and new categories cannot be added; if nothing fits, choose Diğer (Other) and put the details in the title.

Making a payment

1. 1

   Open Make Payment

   Click the Make Payment icon at the end of the row in the list, or the Make Payment button on the expense detail page. It only appears while the expense has a balance.

2. 2

   Enter the amount

   Payment Amount starts with the outstanding balance. Lower it for a partial payment; Pay in Full puts the whole balance back. If you enter more than the balance, an “Overpayment!” warning appears and the payment cannot be saved.

3. 3

   Choose the payment method

   Payment Method is required and is not preselected; you choose it for each payment.

4. 4

   Check the payment date

   The Payment Date is filled in for you: if you entered the expense today with a past invoice date, the invoice date is chosen; in every other case (for example when you pay an expense entered earlier) today is chosen. Below the field you can read which date was chosen and why, and on which day the payment will be recorded in the cash register report. When the invoice date is in the past, the “Use the invoice date” or “Today” link under the field switches to the other date with one click, and you can also pick another day from the calendar.

5. 5

   Click Record Payment

   Add a note under Notes if you like and click Record Payment. The expense becomes Paid when the balance reaches zero, or Partially Paid otherwise; the payment is recorded as money out in Cash Register Reports on the date you chose.

Correcting or deleting payments and expenses

Open the expense with the Details icon on its row. The detail page shows the total, paid and outstanding amounts, the Payments Made table and a due date warning: “Overdue Payment!” once the due date has passed, “Due Date Approaching!” when 3 days or fewer are left. The warning only looks at the due date and can also appear on a fully paid expense; read the payment status from the status badge and the Outstanding Balance card.

• A wrong payment: in Payments Made, click the bin icon (Delete Payment) on the row and confirm with Yes, Delete. The balance is recalculated and the payment is removed from the cash register report. If the amount, date or method was wrong, delete the payment and enter the correct one again.

• Editing the expense: Edit opens the same fields and Update saves your changes. Total Amount cannot be lower than the payments already made (“Amount Conflict!”); delete the extra payment first.

• Deleting the expense: Delete Expense under Quick Actions deletes the expense and every payment linked to it. The confirmation tells you how many payments and what amount will be deleted; those payments are removed from the cash register report and Net Profit, so the reports of past days change.

Filters and search

Quick buttons: Debts (unpaid and partially paid expenses, sorted by Upcoming Due Dates), Overdue (expenses past their due date with a balance left; the number next to it counts the overdue expenses shown in the list), This Month (invoice date in the current month) and Paid.

The Filters button opens the advanced panel: Invoice Date (All, Today, This Week, This Month, Last Month, Last 3 Months, Custom Date), Due Date (All, Past Due, Today, This Week, This Month, Custom Date), Status (Unpaid, Partially Paid, Paid, Cancelled), Category, Supplier, Staff, Sort (Newest, Oldest, Highest Amount, Upcoming Due Dates, Furthest Due Dates) and Min and Max Amount. The search box looks in the expense title, document number and notes; to see one supplier's expenses, use the Supplier filter.

Salary and commission calculator

The Calculate Salary & Commission button at the top right of the page works out each staff member's base salary and service, product and package commission for the period you choose, plus class and group event commission when the Class Management and Group Events modules are turned on. After you check the amounts and click Save, expense records are created for each staff member with the Unpaid status; their invoice date is the last day of the period. When you pay, close each expense with Make Payment. See the “Calculating salary and commission” article for details.

Who can use it

The Accounting & Finance menu is shown to users whose role has the “Can view financial reports” permission (shown on the role screen as “Finansal raporları görebilir”). Reading the expense list needs “Can view expenses” (“Giderleri görüntüleyebilir”); adding, editing and deleting expenses need “Can add expenses” (“Gider ekleyebilir”), “Can edit expenses” (“Gider düzenleyebilir”) and “Can delete expenses” (“Gider silebilir”); entering and deleting payments needs “Can manage expense payments” (“Gider ödemelerini yönetebilir”). Calculate Salary & Commission needs “Can calculate payroll and commission” (“Bordro/prim hesaplayabilir”) to calculate and “Can finalise payroll and commission payments” (“Bordro/prim ödemesini kesinleştirebilir”) to save. The workspace owner and the “Yönetici” (Manager) role have all of them.