Manage Expense

Record and track every expense your school incurs. Each expense is linked to a category, session year, and date, making it easy to filter, search, and export your financial data. The expense table also shows a running total of displayed amounts.

Salary expenses

Payroll-generated salary entries also appear in the expense list under the Salary category. These entries cannot be edited or deleted from this page — manage them in Finance & Accounting → Payroll → Manage Payroll.

Manage Expense page — create form (top), filters (middle), and expense list with total amount (bottom)

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Create an Expense

1

Navigate to Finance & Accounting → Expense → Manage Expense

From the sidebar, expand **Finance & Accounting → Expense** and click **Manage Expense**. The page opens with the create form at the top.

2

Select a Category

Choose the expense category from the dropdown (e.g., Utilities & Energy, IT & Digital Services). Categories are managed under **Finance & Accounting → Expense → Manage Category**.

3

Enter the Title

Type a short, descriptive title for the expense (e.g., "Electricity bill June 2026", "Campus maintenance May 2026").

4

Add a Reference Number (optional)

Enter an optional reference number for tracking (e.g., invoice number, receipt code). Reference numbers must be unique within the session year.

5

Enter the Amount

Type the expense amount. Only positive numbers are accepted.

6

Pick the Date

Select the expense date using the date picker. Future dates are not allowed.

7

Add a Description (optional)

Provide additional details about the expense if needed.

8

Select Session Year

The current session year is pre-selected. Change it only if recording an expense for a different academic year.

9

Submit

Click **Submit** to save the expense. It appears in the list below, and the running total updates.

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View & Filter Expenses

The expense list provides powerful filtering options to find specific records:

Expense list filtered by the IT & Digital Services category

Filter Options

Filter	Description
Session Year	Show expenses from a specific academic year
Category	Filter by expense category (includes a special Salary option for payroll entries)
Month	Filter by the month the expense was recorded

List Columns

Column	Description
No.	Row number
Reference No.	Unique reference identifier
Title	Expense title
Category	Assigned expense category
Description	Expense details
Date	Expense date
Amount	Expense amount
Action	Edit and Delete buttons

• The table footer displays the total amount of all visible expenses
• Use the search bar to search across title, reference number, amount, date, and category
• Click Export to download expenses as CSV/Excel

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Edit an Expense

Editing an expense — the modal shows all fields pre-filled with current values

1

Click the Edit button

In the Action column of the expense you want to edit, click the **Edit** (pencil) button. An edit modal opens with all fields pre-filled.

2

Update the fields

Modify any field: category, title, reference number, amount, date, description, or session year.

3

Save changes

Click **Submit** to save. The list and total amount update immediately.

Salary expenses cannot be edited here

Expenses generated by the payroll system (shown under the Salary category) are read-only on this page. Edit them via Finance & Accounting → Payroll → Manage Payroll.

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Delete an Expense

1

Click the Delete button

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

2

Confirm deletion

A confirmation dialog appears. Click **Confirm** to remove the expense permanently.

Salary expenses cannot be deleted here

Payroll-generated expenses are protected and cannot be deleted from the expense page.

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Related Pages

• Manage Category — Create and manage expense categories
• Expense Report — Generate filtered expense reports
• Payroll — Manage salary-related expenses