Printed from https://zeropos.shop/help/log-an-expense
Record an expense (including wages you paid)
Log what the business spends, from rent to the wages you paid. Expenses reduce net profit, and a recurring one records itself on schedule.
Owners can change what each role may do.
INSIGHTS › Accounting › Expenses is the business's expense diary. Everything logged there lands on the Accounting overview and counts against net profit.
Before you start
- In Expert mode, create the account the money came out of first (Cash and bank accounts (Expert)).
- Making an expense repeat needs its own right; by default the owner, administrators and managers have it.
Steps
Log an expense
- Step 1
Open INSIGHTS › Accounting › Expenses and tap Log expense.
- Step 2
Set the Date and type the Amount.
- Step 3
Under Pay from, pick the account the money left.
- A shop without cash and bank accounts picks the Payment method instead.
- Step 4
Type a Category, such as Rent or Wages. Categories you used before are suggested.
- Step 5
Add Vendor (optional), Reference (optional) and a Description if they help your accountant.
- Step 6
Pick a Region (optional) and Location (optional) if the cost belongs to one shop.
- Step 7
Tap Save, or Save & new to log another.
Make it repeat
- Step 8
In the same form, tick Make this recurring.
- Step 9
Pick the Frequency, Monthly or Weekly, and how often under Every.
- Step 10
Pick the Day of month or Day of week, and the date it Starts on.
- Step 11
Add Ends on (optional) if it stops on a known date, then save.
Pause, change or stop a recurring expense
- Step 12
- Step 13
Tap Pause to skip its next dates, and Resume to start it again.
- Step 14
Tap the pencil to change it. Changes affect future dates only.
- Step 15
Tap the bin to stop it for good. Expenses it already recorded stay.
What happens next
- The expense shows in the list and the calendar, and in Operating expenses on the Read the Accounting overview: it reduces Net profit for its period.
- With Pay from set, the amount comes off that account's balance.
- A recurring expense records itself on each date from Starts on. Dates still to come show on the calendar as Pending commitments until they arrive.
- Expenses also appear in the Expenses data report and on INSIGHTS › Accounting › Payments.
Recording wages
Payroll in Zero POS works out what each person earned, but it never pays anyone and never touches your books (Team salary and payroll runs).
When you pay the team, log what you actually paid, tax included, as an expense: a category such as Wages, from the account the money left.
Supplier orders
Payments to suppliers are recorded on the purchase order itself (Order from a supplier and receive it). They show in the expenses list as Supplier order rows; manage them from the order.
Questions
Can I delete an expense?
Can I log several at once?
How do I give my accountant the list?
If you see this…
On screen
Pick the account this expense was paid from.
What to do
Choose an account under Pay from.
On screen
Enter an amount greater than zero.
What to do
Type the amount as a positive number, without a minus sign.
On screen
Add a category for this expense.
What to do
Type any category, for example Rent.
On screen
That account belongs to a different region.
What to do
Pick an account from the expense's region, or change the Region (optional).
Good to know
- Use the same category names every time (Rent, Wages, Utilities): the overview splits spending by category.