The Expenses module allows you to track your business spending, manage supplier payments, and keep your financial records balanced. You can record everything from one-off purchases to recurring business costs.

1. Navigating to Expenses

To manage your business spending:

• Log in to your Cordlo account.

• Select the specific Business you want to manage.

• From the sidebar menu, click on Expenses.

2. How to Create a New Expense

1. Click the Add Expense button at the top right of the page.

2. Select Supplier: Choose a supplier from your existing Customers list. If the supplier isn’t listed, you can add them on the fly by clicking “Add New Customer” within the dropdown.

3. Basic Details:

   • Expense Number: Automatically generated, but can be customized.

   • Reference: Enter an optional reference number (e.g., a receipt number from the vendor).

   • Date: Select the date the expense was incurred.

   • Currency: Choose the currency used for the purchase.

4. Add Line Items: * Click Add Item to pull products or services from your Catalog.

   • Adjust the Quantity and Price for each item.

   • Apply any relevant Taxes or Extra Charges defined in your settings.

5. Notes & Terms: Add any internal notes or specific terms related to this purchase.

6. Click Create Expense to save the record.

3. How to Manage Expense Status

Expenses in Cordlo track the lifecycle of your spending:

• Draft: The expense is being prepared and hasn’t been finalized.

• Awaiting Payment: The expense is recorded, but you haven’t paid the supplier yet.

• Paid: The full amount has been settled.

• Partial: Only a portion of the total amount has been paid.

• Overdue: The payment date has passed without full settlement.

4. Recording Payments for an Expense

To mark an expense as paid:

1. Open the specific expense from the Expenses Table.

2. Navigate to the Payments tab or click the Record Payment button.

3. Enter the Amount Paid, Payment Date, and Method (e.g., Bank Transfer, Cash).

4. Save the payment. The expense status will update automatically.

5. Editing or Deleting Expenses

• To Edit: Locate the expense in the table, click the Action menu (three dots), and select Edit. Note that paid expenses may have restrictions on editing to maintain accounting integrity.

• To Delete: Select Delete from the action menu.

  • Caution: Deleting an expense will also remove any payment records associated with it.

6. Searching and Filtering

As your list grows, use these tools to stay organized:

• Search Bar: Search for expenses by supplier name or expense number.

• Filters: Click the filter icon to narrow down the list by Status (e.g., Overdue), Date Range, or Currency.

• Overview Stats: Use the summary cards at the top of the page to quickly see your total Paid, Unpaid, and Overdue expense amounts.

7. Troubleshooting

• Cannot apply Tax: Ensure the tax rate is first created in Settings > Taxes.

• Wrong Currency: The currency defaults to your business’s primary currency but can be changed during the creation of the expense.