Other Expense

Use Other Expense for money paid out that isn't for purchased goods, for example utilities, rent or repairs.

Menu: Purchase and Other Expense › Other Expense

How to record an expense

Required permission

Purchase and Other Expense › Other Expense › Create

1. Open Purchase and Other Expense › Other Expense and click ⊕. The Other Expense Detail window opens.

2. Fill in:

   Field	What to enter
   Payee Type	Who is being paid: Others, Supplier, Customer or Employee.
   Pay To	For Others, type the payee's name. For the other payee types, pick the supplier, customer or employee.
   Payment Method	How you paid. For a check or bank deposit, also choose the Bank Account; for a check, enter the Check No. and Check Date too.
   Created For	The branch the expense belongs to.
   Transaction Date	The date of the expense.
   Remarks	Optional notes.

3. In the table, choose the Type of expense, enter the Amount and optional Remarks, then click ✔ to add the row. Add more rows if the payment covers several expense types.

4. Click Save ▾ and choose Save, Approve or Approve and Print.

The expense types in the list come from Data › Other Expense Type.

How to find expenses

In the Other Expense list, filter by Pay To, Trans. Date, Payment Method or Other Expense type, then click Search. The bottom of the list shows the total by payment method.

Changing many expenses at once

• Bulk Update (list toolbar): tick draft expenses and change their Payee Type, Payment Method, Bank Account, Check No. / Check Date, Charge Type / Charge Based On or Remarks together. This applies to "Draft" status only
• Import: add many expenses from Excel (download the Excel Template first; check View Logs).

What approval does

The amount is recorded as paid: cash expenses appear in the Cash Transaction report and the Daily Collections and Expenses Report, checks in Issued Check, charges in Charge Expense, and each Type in the Other Expenses of the Income Statement (unless the type is excluded). Stock doesn't change.

Example

The store pays the June electricity bill of 18,450.00 by check: Payee Type Others, Pay To Meralco, Payment Method Check, Bank Account BDO, Check No. 004513. One row: Type Electricity, Amount 18,450.00, Remarks June 2025. Approve. The check waits in Issued Check until it clears, and 18,450.00 shows under Electricity in June's income statement.

Settings that affect this module

Your administrator can change these in Settings (see About settings). Click a section to see the choices.

Generic Settings › Other Expense

• Allow to create Other Expense transaction for other branches through "Created For" field (setting applicable to sub branches only)?

Other permissions for this module

Permission	Allows you to
Purchase and Other Expense › Other Expense › Approve	Approve expenses
Purchase and Other Expense › Other Expense › Revert	Revert expenses back to draft
Purchase and Other Expense › Other Expense › Import Excel	Import expense rows from Excel
Purchase and Other Expense › Other Expense › View Other Users' Transaction	See expenses created by other users