Manage Category

Expense categories let you classify your school's spending into logical groups (e.g., Utilities & Energy, Maintenance, IT Services, Transportation). Categories must be created before recording expenses — every expense entry requires a category.

Set up categories first

Create all your expense categories before recording expenses under Expense → Manage Expense. This ensures consistent classification and accurate reporting.

Expense Category page — create form (top) and list of categories (bottom)

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Create a Category

1

Navigate to Expense → Manage Category

From the sidebar, expand **Expense** and click **Manage Category**. The category management page opens with the create form at the top and the list below.

2

Enter the category name

Type a descriptive name for the category (e.g., "Utilities & Energy", "IT & Digital Services", "Student Activities & Clubs"). The name must be unique within your school.

3

Add a description (optional)

Provide a brief description to help staff understand what falls under this category.

4

Submit

Click **Submit** to save the category. It appears in the list immediately.

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View Categories

The category list displays all categories in a searchable, sortable table with the following columns:

Column	Description
No.	Row number
Name	Category name
Description	Category description
Action	Edit and Delete buttons

• Use the search bar to filter categories by name or description
• Use the Show entries dropdown to control rows per page
• Click Export to download the category list as CSV/Excel
• Toggle between All and Trashed views to see active or deleted categories

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Edit a Category

Editing a category — the modal form is pre-filled with current values

1

Click the Edit button

In the Action column of the category you want to modify, click the **Edit** (pencil) button. An edit modal opens.

2

Update the fields

Modify the category name and/or description as needed.

3

Save changes

Click **Submit** to save your changes. The list updates immediately.

Editing a category name updates existing records

Changing a category name is reflected everywhere that category is referenced — including existing expense records and reports.

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Delete a Category

1

Click the Delete button

In the Action column, click the **Delete** (trash) button next to the category.

2

Confirm deletion

A confirmation dialog appears. Click **Confirm** to soft-delete the category.

Cannot delete categories with expenses

If the category has expense records linked to it, the system will prevent deletion. Reassign or remove the linked expenses first.

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Restore a Deleted Category

Deleted categories are soft-deleted and can be recovered:

1. In the category list, click the Trashed tab to switch views
2. Click Restore next to the deleted category
3. The category returns to the active list

To permanently remove a category, use Force Delete from the Trashed view.

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Related Pages

• Manage Expense — Record expenses using these categories
• Expense Report — View spending reports broken down by category