Recording Your Expenses

Expenses

To manage your expenses, you can select the ‘Accounting’ item from the menu:

Menu > Accounting

Adding & Editing Expenses

Under the 'Expenses' tab you will find a list allowing you to view all your submitted expenses:

Desktop

1. Search - search for expenses by name and description. The list will change as you type.
2. Date Range Filter - filter the expenses shown in the list based on the date they were taken.
3. Expense Item - click to edit the expense. See Editing for more information.
4. Delete Action - click to delete an expense.
5. Add Action - click to add a new expense. See Adding for more information.

Mobile

1. Search - search for expenses by name and description. Enter your search terms and tap the spyglass button to filter the list.
2. Expense Item - click for options: Edit or Delete. See Editing for more information.
3. Add Action - click to add a new expense. See Adding for more information.
4. Filter & Sorting Menu - click for filter and sorting options. You can change the date range for listed expenses here.

Adding

Simply press the 'New' button. The popup will allow you to enter details of the expense:

1. The amount incurred. Supports 2 decimal places.
2. Category - based on HMRC standard expense categories. Helps organise your expenses when completing a tax return for example. Your school admin can add custom expense categories.
3. Date Incurred - defaults to the current date. You should change this to the date on which the expense was incurred, for example the date on the associated receipt.
4. Description (optional) - allows you to add a meaningful description to the expense. This helps you find expenses at a later date using the expense list search facility.

Pressing 'Save' will create the expense.

Editing

This is similar to the 'Add' popup:

1. The date when the expense was created and added to the list. Read-only.
2. The amount incurred. Supports 2 decimal places.
3. Category - based on HMRC standard expense categories. Helps organise your expenses when completing a tax return for example. Your school administrator can add custom expense categories.
4. Date Incurred - defaults to the current date. You should change this to the date on which the expense was incurred, for example the date on the associated receipt.
5. Description (optional) - allows you to add a meaningful description to the expense. This helps you find expenses at a later date using the expense list search facility.

Pressing 'Save' will save any changes you have made to the expense.

Statistics

You can view some simple statistics to give insight into your expenditure over a period of time.

The statistics available include:

• Expense Totals - Total expense amounts broken down by period. This bottom period scale on the graph is automatically chosen based on the date range selected.
• Expense Categories - Total amount of expenses within the period selected, grouped by category. Hover over or tap a segment to show the amounts for that category.

The layout of the statistics is different for the Desktop & Mobile interfaces, but the functionality remains the same.

Desktop

You can change the date range for which statistics are shown using the date filters. Changing this will automatically update the statistics. The "Preset Periods" button shows a popup allowing selection of common date ranges, such as "Last Month" and "This Week".

Mobile

You can change the date range for which statistics are shown by tapping the filter button. This will show a popup which includes date filters.

The "Preset Periods" button shows a popup allowing selection of common date ranges, such as "Last Month" and "This Week".

Reports

Within the 'Reports' tab you can run and export data from various reports. These reports provide valuable data on expenses.

The reports available include:

• Instructor Expenses - View details of your recorded expenses.

For full details of how to run reports and export data see Running & Exporting Data From Reports.