Expenditures

Record single or multiple expenses, categorize them by type, and keep every outflow tied to a specific cashbook.

Navigation: Finance ▸ Expenditures.

Listing Page

Statistics

  • Total Expenditure – cumulative spend across all time.
  • This Month – filtered by current month/year.
  • Total Count – number of expenditure rows.

Filters

  • Start Date / End Date inputs restrict the DataTable query.
  • Expenditure Type dropdown lists active types for the school.
  • Apply Filter redraws the DataTable; Clear resets fields.

DataTable Columns

Column Source
Date expenditure_date
Type Related ExpenditureType name
Description description
Payee payee (optional)
Amount amount (formatted with two decimals)
Cashbook Related Cashbook name
Actions Edit + Delete buttons (delete protected by confirmation)

Record Expenditures Form

The form supports one or many rows. Each submission updates the selected cashbook’s balance when saved.

Top-Level Fields

  • Cashbook * – required dropdown populated with active cashbooks. Defaults to the one flagged as default.

Per-Row Fields

Field Notes
Expenditure Type * Select from active types. Manage the list under Finance ▸ Settings ▸ Expenditure Types.
Description * Short text describing the purchase.
Amount * Decimal field (min 0.01).
Date * Defaults to today.
Payee Optional vendor or staff name.
Payment Method Dropdown: Cash, Cheque, Bank Transfer, Mobile Money.
Reference Number Optional invoice or voucher reference.
Notes Optional extra context.

Use the Add Another Expenditure button to clone the last row. Remove buttons appear automatically when more than one row exists.

Reminder: Deleting an expenditure from the index will soft-delete the record but does not currently reverse cashbook balances. Use statements + transfers if you need to offset a mistake.

Expenditure Types

Finance ▸ Settings ▸ Expenditure Types stores the categories surfaced on the form.

  • Columns: Name, Description, Code, Status, Actions.
  • Create/Update form fields: Name (required), Description, Code, and an active toggle on edit.
  • Deletion is blocked when the type has existing expenditures—deactivate instead.