Expenses

The Expenses module tracks school expenditures across categories, helping administrators and accountants maintain a clear record of all spending.

Expense Categories

Expenses are organized by category for easier tracking and reporting.

Default Categories

CategoryExamples
SalaryStaff salaries, temporary staff payments
UtilitiesElectricity, water, internet, phone bills
MaintenanceBuilding repairs, plumbing, electrical work
StationeryPaper, pens, chalk, printing supplies
LaboratoryLab equipment, chemicals, consumables
SportsSports equipment, uniforms, event expenses
TransportFuel, vehicle maintenance, driver expenses
EventsAnnual day, sports day, excursion costs
FurnitureDesks, chairs, boards, cupboards
TechnologyComputers, projectors, software licenses
MiscellaneousAny expense that does not fit other categories

Adding a Category

  1. Navigate to Expenses > Categories.
  2. Click Add Category.
  3. Enter the category name.
  4. Optionally enter a description.
  5. Click Save.

Editing or Deleting a Category

  1. Open Expenses > Categories.
  2. Click Edit or Delete next to the category.
  3. Deleting a category is only possible if no expenses are recorded under it.

Tip: Keep categories broad enough to be useful but specific enough to be informative. Too many categories (e.g., separate categories for “Chalk” and “Markers”) make tracking cumbersome.

Recording an Expense

  1. Navigate to Expenses > Record Expense from the sidebar.
  2. Fill in the expense details:
FieldDescriptionRequired
DateDate the expense was incurredYes
CategorySelect from the dropdownYes
DescriptionBrief description (e.g., “Electricity bill — March 2025”)Yes
AmountExpense amount in RupeesYes
Payment ModeCash, Cheque, Bank Transfer, UPIYes
Reference NumberCheque number, transaction ID, or invoice numberNo
Paid ToVendor or payee nameNo
RemarksAdditional notesNo
AttachmentUpload receipt or invoice (PDF, JPG, PNG — max 5MB)No
  1. Review the details.
  2. Click Save Expense.
  3. The expense is recorded and appears in the expense list.

Tip: Always upload the receipt or invoice as an attachment. This creates a digital record that is useful during audits and eliminates the need to maintain paper files.

Payment Modes

ModeWhen to UseReference Required
CashPetty cash paymentsNo
ChequeVendor payments, salaryCheque number
Bank TransferNEFT/RTGS paymentsTransaction reference
UPISmall vendor paymentsUPI transaction ID

Viewing and Searching Expenses

  1. Navigate to Expenses > Expense List.
  2. The list shows all recorded expenses, most recent first.
  3. Use filters to narrow the list:
FilterOptions
Date RangeStart date and end date
CategorySelect one or more categories
Payment ModeCash, Cheque, Bank Transfer, UPI
Amount RangeMinimum and/or maximum amount
  1. Click Apply Filters.
  2. The total of all filtered expenses is shown at the bottom.
  3. Click Export CSV to download the filtered list.

Editing an Expense

  1. Open the expense from the list.
  2. Click Edit.
  3. Modify the fields as needed.
  4. Click Save Changes.
  5. The edit is logged in the system for audit purposes.

Deleting an Expense

  1. Open the expense.
  2. Click Delete.
  3. Confirm the deletion.
  4. Deleted expenses are soft-deleted — they are hidden from reports but retained in the database for audit purposes.

Tip: Instead of deleting an incorrect expense, consider editing it. This preserves the audit trail better than deletion.

Expense Reports

Monthly Expense Report

  1. Navigate to Expenses > Reports > Monthly.
  2. Select the month and year.
  3. The report shows:
    • Total expenses for the month
    • Breakdown by category (table and pie chart)
    • Comparison with the previous month

Category-Wise Report

  1. Navigate to Expenses > Reports > By Category.
  2. Select the date range.
  3. A table and chart show spending by category.
  4. Click on a category to drill down to individual expenses.

Payment Mode Report

  1. Navigate to Expenses > Reports > By Payment Mode.
  2. Select the date range.
  3. See how expenses are split across cash, cheque, bank transfer, and UPI.

Annual Expense Summary

  1. Navigate to Expenses > Reports > Annual Summary.
  2. Select the academic year.
  3. A month-by-month table shows total expenses and category breakdown.
  4. A bar chart visualizes monthly spending trends.
MonthSalaryUtilitiesMaintenanceEventsOtherTotal
Apr5,00,00045,00012,00008,0005,65,000
May5,00,00048,0005,00025,0003,0005,81,000
Jun5,00,00052,0000015,0005,67,000

Income vs. Expense Report

  1. Navigate to Expenses > Reports > Income vs Expense.
  2. This report compares total fee collection (income) against total expenses for a selected period.
  3. Shows the net surplus or deficit.

Tip: Review the Income vs Expense report at the end of each quarter. This gives the school management a clear picture of financial health.

Petty Cash Management

For small, frequent expenses:

  1. Record each petty cash expense with the Payment Mode set to Cash.
  2. At the end of each week or month, review all cash expenses.
  3. The total cash expenses should reconcile with the petty cash register maintained by the accountant.
  4. Use the Payment Mode filter in the expense list to see only cash transactions.

Best Practices

  1. Record expenses daily. Do not let receipts pile up — record them on the same day the expense occurs.
  2. Always attach receipts. Digital records are easier to audit than paper files.
  3. Use consistent descriptions. “Electricity bill — March 2025” is better than “Bill paid” because it is searchable and clear.
  4. Review category-wise spending monthly. Spot unexpected spikes early.
  5. Reconcile with bank statements. Cross-check the expense records with your bank statement monthly to ensure nothing is missed.
  6. Set a petty cash limit. Expenses above a certain amount (e.g., Rs. 5,000) should go through cheque or bank transfer for better traceability.