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Expenses

👤 For: Cashiers and store managers

Record the day-to-day money that goes out of your store, such as tea and snacks, cleaning supplies, repairs or a quick courier. Recording expenses keeps your daily cash count accurate and gives you a clear picture of where the money goes.

The Expenses tab is available to every store.

See today's expenses​

Open the Expenses tab. At the top, you'll see Today Expense Total Amount. Below it is a list of today's expenses, each showing:

  • the invoice number and amount
  • the Vendor (who you paid)
  • the Time, number of Items, and Tax

Tap an expense to see its Expense Detail, including each item's subtotal, tax and final amount.

Record an expense​

  1. In the Expenses tab, tap + Expense.
  2. On the Create Expense screen, fill in:
    • Date: today's date is filled in for you.
    • Payment Type: how you paid, e.g. Cash (the default).
    • Vendor: (optional) who you paid. See Add a vendor below.
    • Invoice no.: (optional) the number on their bill or receipt.
  3. Tap Add Item and fill in the Expense Particular window:
    • Category: e.g. Pantry, Cleaning or Repairs
    • Name: what you bought, e.g. Milk and tea
    • Quantity and Amount
    • Tax: CGST%, SGST%, IGST% (enter 0 if there's no tax)
    • Is Tax Included: tick this if the amount already includes tax
  4. Tap Add Item to add it. Repeat for more items.
  5. (Optional) Tap Remark at the top to add a note.
  6. Check the Subtotal, Total Tax and final amount at the bottom, then tap SAVE.

You'll see Expense Saved Successfully. 🎉

To change or remove an item before saving, tap it in the list, then Update Item or Remove.

ℹ️ Note: Expense categories are set up in your back office. If you see No Category Found, ask your manager to add some.

Changing the expense date​

Some staff can record an expense for an earlier date, and some can't. If you tap Date and see "You don't have permission to change the expense date…", ask your manager to give your login permission to edit expense dates in the back office.

Paying from the store advance​

Some stores receive a store advance, which is petty cash provided for expenses. If you choose Store Advance as the payment type, Simple POS checks the balance first:

  • "store Advance not available at this moment.": the balance couldn't be checked. Try again when you're online.
  • Inefficient Store Advance Balance: there isn't enough advance left to cover this expense.

Add a vendor​

If you pay the same supplier regularly, save them as a vendor:

  1. On the Create Expense screen, tap Vendor → + (add vendor).
  2. Fill in the Create Vendor form:
    • Name (at least 3 letters), Phone, State, City
    • Optional: Contact Person, Address, GSTIN (15 digits), CIN, TAN, PAN, TIN, Aadhaar Number (12 digits)
  3. Tap SAVE. You'll see Vendor Added Successfully.

Next time, just pick them from the Vendor list.

Delete an expense​

Recorded something by mistake?

  1. Tap the expense in the list to open Expense Detail.
  2. Tap the 🗑️ delete icon.

You'll see Expense Deleted. If you see Sync Error, check your connection and try again.

Something not working?​

What you seeWhat to do
"please select payment type" / "please select date"Fill in the missing field.
"Please enter item name" / "…quantity" / "…Amount" / "…cgst percent"Fill in every box in the item window. Enter 0 for taxes that don't apply.
"The name must be at least 3 characters long" (vendor)Enter the vendor's full name.
"The GSTIN must be a 15-digit number" / "The Aadhaar Card number must be a 12-digit number"Check the number, or leave it blank.
No Vendors FoundYou haven't added any vendors yet. Add one as shown above.