Bills and Expenses

The Expenses menu in HirePOS provides tools for recording and managing supplier bills, business expenses, purchase orders, stock reordering, and other expense-related transactions.

When the Accounting/Bookkeeping module is enabled, the standard Orders menu is replaced by the Expenses menu.

To enable the Accounting/Bookkeeping module:

1. Go to Setup > Preferences > Modules.

2. Enable the Accounting/Bookkeeping module.

Once enabled, the Expenses menu becomes available from the main menu.

Go to Expenses to access the following options:

• Purchase Orders – Create and manage purchase orders for suppliers.

  • See https://docs.hirepos.com/en/articles/2330689

• Stock Levels & Reordering – Review stock levels and manage stock reordering.

  • See https://docs.hirepos.com/en/articles/2330753

• Pay Bills – Review and process outstanding supplier bills.

• New Bill – Record a new supplier bill that is due for payment.

• New Expense – Record a new business expense.

• Find Expense/Bill – Find and review existing expenses and bills.

• Cash Book – Review financial transactions recorded in the Cash Book.

• Budget – Manage budgeting information.

Use New Bill when recording a supplier bill that needs to be paid.

Use New Expense when recording an expense or payment directly.

When entering a bill or expense, you can record details such as the supplier, relevant dates, tax information, expenditure account, reference number, and memo. Where applicable, expenses can also be associated with purchase orders or items for more detailed tracking.

To enter a new bill or expense, follow these steps:

• From the main menu, go to Expenses > New Bill or Expenses > New Expense.

• Choose the Expense Type as either Pending Expense or Expense Paid.

• Select the supplier for the expense. You can create a new supplier on the fly if needed.

• Enter the Payment Date and Date Received for the expense.

• Ensure to enter the correct Tax Code. Use 'Manual Tax Entry' for special cases.

• Select a single Expenditure Account or split the expense across multiple accounts.

• Link the expense to an existing Purchase Order if applicable.

• Add a Reference Number and a Memo for the expense.

• Click 'Save New' to save the completed expense.

You can link expenses to items in Hirepos to track related expenses. Follow these steps:

• In the Expense screen, expand the Purchase Order / Item section.

• Select an Item from the dropdown list.

• Save the new expense with all the required information.