Before recording any day-to-day business expenses in the system, you must first define your Expense Categories. Categorizing expenses ensures accurate financial tracking, department-level budgeting, and seamless accounting integration with corresponding ledger accounts (Expense Account vs. Payable Account).
Access the Page:
Open the left sidebar menu and click Expense Module.
Select Expense Category.
Review Existing Categories:
The list view displays all configured categories with the following information:
Code: The unique identifier assigned to the category (e.g., 32315670, 68339094).
Name: The title of the expense (e.g., Water Bill Expense, Building Rent Expense, Travelling Expense).
Expense Account: The general ledger account mapped to record the debit entry.
Payable Account: The ledger account mapped for payables/liabilities.
Quick Search & Export:
Use the Search input bar above the table to quickly filter categories by name or code.
Use the colored export buttons (PDF, Excel, Copy, Print) on the right side if you need a physical copy or spreadsheet of all categories.
Open the Creation Form:
Click the blue + Add Expense Category button at the top-left corner of the page.
A pop-up dialog titled Add Expense Category will appear.
Fill in the Required Details:
Code *: Enter a unique alphanumeric code for your expense category, or click the blue Generate button inside the field to have the system automatically create a sequential code for you.
Name *: Type a clear, descriptive name for the category (e.g., Office Internet Expense, Staff Refreshments).
Expense Account: Click the dropdown menu and select the corresponding chart of accounts debit ledger.
Payable Account: Select the corresponding liability/payable ledger account.
Save the Category:
Click the blue Submit button at the bottom of the modal.
Your new category will now be immediately available when recording any new expense.
(Note: If you have bulk categories, you can also use the Import Expense Category button to upload them via a standard template.)