Recording expenses

Expenses are the running costs of your pharmacy: shop rent, staff salaries, the LESCO bill, tea for the counter, a generator repair. When you record pharmacy expenses in MediPOS, each one under a category and the account it was paid from, your profit and loss shows a true net profit and your cash book matches the money you really have. It takes a few seconds per entry.

If Expenses is not in your Money menu, your plan does not include it; the owner can see what each plan includes under Plan & billing.

How to record an expense

1. Go to Money → Expenses and click Record expense. (The Accounts & books page has an Expense button too.)
2. Spent on: choose the category.
3. Amount (Rs.): the amount paid.
4. Paid by: Cash, Bank transfer, EasyPaisa, JazzCash, Card, or another bank or wallet account you have added.
5. Date: today by default. You can choose an earlier date, but not a future one.
6. Transaction reference: needed for bank transfer, EasyPaisa and JazzCash, for example the TID or cheque number.
7. Paid to (optional): for example LESCO or the landlord's name.
8. Notes (optional): for example "September bill".
9. Click Save, or Save & add another to enter the next one straight away.

Each expense gets a number (EXP-…) and the list shows it as Paid.

A typical month-end: rent of Rs. 45,000 by bank transfer with the cheque number, two salaries of Rs. 32,000 each in cash, the LESCO bill of Rs. 18,400 through JazzCash with its TID, and Rs. 150 of tea almost every day from the drawer.

Expense categories

Every pharmacy starts with these categories:

For a cost that does not fit, use New category on the Record expense page ("For costs that don't fit the list"). Type a Name, for example "Generator fuel" or "Pharmacist fee", and click Add category. Two categories cannot have the same name, and categories cannot be renamed or removed later, so choose the name carefully. Each category gets its own line in the profit and loss.

Which account to pay from

Paid by decides which balance goes down. Cash comes out of Cash in hand, the drawer; bank transfer from Bank account; EasyPaisa and JazzCash from their wallet accounts.

A cash expense is counted in the open shift of the person who records it, as Expenses in that shift's drawer cash. So when tea money comes out of the counter drawer, record it from the login of the person whose shift is open; their role needs Record expenses. If someone else records it later, that drawer's expected cash does not go down and its count comes out short by the same amount.

How to find and check expenses

Money → Expenses shows this branch's expenses for the current month. The Spent card gives the total, and By category shows where the money went, largest first. Filter by category or change the From and To dates. The list shows Number, Date, For (category, payee and notes), Paid by with who recorded it, Amount and Status.

How to void an expense

If you entered the rent twice, or the wrong amount:

1. Open the expense from the list.
2. In Void this expense ("The money goes back to …"), give the Reason, for example "Entered twice".
3. Click Void expense and confirm.

The expense stays in the list marked Voided, with who voided it, when and why, and the money is added back to the account it was paid from. To correct an amount, void the wrong entry and record the right one.

Voiding needs the Cash book, day book & accounts permission. By default the Owner, Admin and Accountant roles have it. A manager can record expenses but cannot void them.

The void is dated the day you make it. If you void a September expense in October, September's profit and loss still shows it, and October's expenses go down by the same amount.

How expenses show in profit and loss and the cash book

• Profit & loss (under Money → Accounts & books) lists expenses under Expenses, one line per category, next to other costs such as Cash short / over. Net profit is gross profit plus other income minus total expenses. Viewing it needs the View profit permission.
• Cash book shows each expense as money out of the account it was paid from, on its date.
• The dashboard: Profit today is profit on sales before expenses. Only the profit and loss takes expenses off.

Expenses belong to the branch where they were recorded. Staff with the All-branch reports permission can switch the profit and loss to All branches.

What is not an expense

• Paying a distributor for stock: record it as a supplier payment, so the supplier's balance goes down.
• The owner taking money home: record a money transfer (Owner took money out) or, from a shift, Take cash out to Owner's drawings.
• Buying medicines: enter a purchase bill.

Common questions

Should salaries go in as expenses?

Yes. Record each salary under Salaries when you pay it, with the staff member's name in Paid to.

I paid the electricity bill from the counter cash. How do I record it?

Record it under Electricity with Paid by set to Cash. Do it from the login of the person whose shift is open, so the drawer's expected cash goes down by the same amount and the day-end count still matches.

Why didn't the dashboard profit go down after I added an expense?

The dashboard shows profit on sales before expenses. Open Profit & loss to see net profit after expenses.

Can a cashier record expenses?

Not with the default Cashier role. Recording needs Record expenses, which the Manager, Accountant, Admin and Owner roles have.

Related guides

• Profit and loss
• Cash book and day book
• Shifts and the cash drawer
• Money transfers and opening balances