The Expenses list is the register of everything recorded with Enter Expenses: rent, utilities, fuel, fees, and the supplier refunds against them. Refunds sit beside the expenses they reverse, so the total for a period is what the costs actually came to.
Opening the list
Vendors ▸ Expenses (under Transactions).
The top of the list
| Control | What it does |
|---|---|
| Period bar | The period to show. Clear it to see every expense; a scanned invoice carries the document's own date, which may be months old. |
| Refresh | Reloads the list. |
| Record Refund | Opens a new supplier refund. See Enter Expenses. |
| Scan a receipt | Reads a receipt or invoice file, lets you check it, and records the expense. If you have no expense categories yet, SeroBooks first offers to Add the usual categories. |
| New Expense | Opens a blank expense. |
Three tiles show the Total for period, what is Still to pay, and the Recoverable tax (ITC) in the period.
The chips All, Unpaid, Part paid and Paid filter by payment. Unpaid carries a count when anything is unpaid.
If expenses are not reaching your books, an amber banner says so: automatic posting is off or the expense account is not set. Fix it in Accounting Setup; anything already recorded can be re-posted from there.
The columns
| Column | What it shows |
|---|---|
| Ref | The expense's reference: the vendor's invoice number, or its own number. |
| Date | The expense date. |
| Paid to | The payee. |
| Category | The expense category. |
| Status | Paid, Part paid, Unpaid, or Refund. |
| Net | The amount before tax. Refunds show as negative. |
| Tax | The tax on it. |
| Total | Net plus tax. Refunds are shown in green as negative amounts. |
| Bin icon | Delete this expense. |
The footer shows the number of documents and the Period total. Double-click a row to open the expense or refund to change it. The list can be searched, filtered, sorted and exported like other lists.
Delete an expense
The bin icon asks Delete expense …?: the document and its journal entry are removed, so the amount comes back out of the profit and loss. It cannot be undone. SeroBooks refuses when the date is in a closed period or when money has already been paid against it.
Permissions
Deleting needs Delete Expense; opening an expense to change it needs Edit Expense; Record Refund needs Record Supplier Refund.
Common problems
An expense I entered is missing. Its date is outside the period shown. Clear the period, or search.
Delete is refused. The expense has a payment against it, or it is in a closed period. Record a supplier refund instead, or ask an administrator about the closing date.