Use the Expenses screen to record all costs related to running your vending business, such as fuel, rent, repairs, advertising, and salaries.
Overview
The Expenses functionality is used to track operational costs, excluding:
Product purchases (recorded in Purchases)
Commissions and taxes (calculated automatically if configured)
Expense Categories
You can group expenses into categories.
The system provides predefined categories
You can create custom categories as needed
Reports
Expenses are included in the following reports:
Cash Flow
Profit & Loss
Expenses by Location
Expenses Table
The Expenses screen displays:
Date — when the expense occurred
Category — expense category
Amount — amount spent
Payee — recipient of the payment
Location — associated location (if applicable)
Machine — associated machine (if applicable)
Description — additional details
Create an Expense
To create a new expense:
Click Create Expense
Enter the following:
Category (Required)
Select from existing categories or create a new one
Date (Required)
Expense date
Amount (Required)
Expense amount
Description (Optional)
Free-text notes
Payee (Optional)
Payment recipient
Assign to Location (Optional)
Enable the option
Select a location
Use this for better tracking in the Expenses by Location report
Attachment (Optional)
Upload a related document (invoice, receipt, etc.)
This helps you maintain accurate financial tracking and reporting across your operations.