Expense Detail View
What the expense detail popup shows, including linked entities, amounts, dates, and recurring schedule information.
Click any row on the Expenses list to open the expense details popup. It uses the same ledger detail layout as transactions, but it is especially useful for checking where a cost belongs and whether it has the right category and links.
How the Popup Is Laid Out
- Top bar: The expense's description, or the customer's name when it's put down to a customer's job, with Expense beside it. Underneath are Expense, with the business when you work in more than one, then its date and its payment method, or its category. At the right of the bar are the pin, the help (?) button, and the buttons to expand the popup and close it.
- Side bar: Down the right of the Details tab. It starts with the amount, with the date and the payment method or category under it, then Edit expense, with Delete expense in red at its foot. When the window is too narrow for it down the side, it sits under the tabs, at the top of Details.
- On a phone: The expense opens as a page of its own, with its amount and description at the top, Delete as a round button under them, and Edit at the top right.
What You Can Review
- Type & Status: Confirms this record is sitting as an expense and shows its current state.
- Dates: Entry Date, Due Date, Next Due, created date, and updated date sit together for quick timeline checking.
- Related Entities: Customer, Job, Service, Payment Method, Expense Category, and Vehicle all appear here when linked. A vehicle that has been sold is marked Sold.
- Financial Details: Amount, VAT, Net Amount, and Payment Reference are grouped together so the accounting side is easy to verify.
- Attachments: The receipt or supporting document sits at the bottom of the tab. This is a viewer: click a thumbnail to preview an image or read a PDF. Adding and removing is done from the edit popup.
Recurring Expenses
If the expense comes from a recurring schedule, the schedule section shows the current pattern and status. When there is a linked scheduled transaction, the popup gives you a View Scheduled Transaction button so you can jump straight to the source of future occurrences. To stop a cost repeating, use Stop on the Repeating Costs tab of the Expenses List.
Extra Tabs
Linked Job and Customer tabs appear when the expense belongs to those records. That lets you inspect the operational side without leaving the expense. Those tabs have no side bar: their buttons are at the foot of the popup instead.
Actions
- Edit expense: In the side bar. Opens the expense for correction. On a phone, it's Edit, at the top right.
- Delete expense: In red at the foot of the side bar. Removes the expense when deletion is allowed, once you've confirmed. On a phone, it's the Delete round button.
- Open customer and Open job: At the foot of the popup on the linked tabs, beside Edit customer or Edit job. They open the related customer or job directly. On a phone, Open customer or Open job is a round button on that tab.
Pinning
The pin at the top of the popup, beside the help button, adds this expense to the Pinned menu at the end of the main menu, so you can open it again from any page. Click it again to unpin it. See Pinned Records.
Related articles
- Expenses List: Shows how the expense sits in the wider cost view.
- Editing an Expense: Use this when the detail view shows something that needs fixing.
- Transaction Detail View: Helpful when you want to compare the expense-specific view against the broader ledger version of the same idea.
- Transaction Attachments: Covers the Attachments section in full, including accepted file types.