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Expenses

An expense records money leaving the business outside the purchase invoice cycle: fuel, government fees, a cash salary payment, a repair paid on the spot. It is a one-screen document - amount, date, where the money came from, what it was for - and it posts a real double-entry the moment it is accepted, which is why it sits in Accounting rather than in Purchases.

Menu path: Accounting > Expenses

URL: https://my.ososs.com/dashboard/expenses

Screenshot from the live OSOSS Dashboard

How expenses work in OSOSS

Every expense names two accounts, and telling them apart is the whole skill. The Account is where the money came from - a cash box, a bank account, a credit card, an owner contribution; the picker only offers those. The Category is what the money was for, drawn from your expense and liability accounts. The posting debits the category and credits the source, so a wrong category quietly lands the cost in the wrong line of your profit and loss statement.

Like incomes and vouchers, expenses have two states, shown as tabs on the list:

StateEffect on your booksWho moves it
DraftNone. Not in Journal Entries, not in reports, not in the account balance.A user with the accept-draft permission, using the tick in the row
PostedFully posted. Debit and credit are live and the amount appears in every expense report.Nobody - posted is final

The Payment method you pick is a gateway, and choosing the cheque gateway reveals cheque number, cheque date, and bank name - the fields that feed the cheque register. Branch scopes the record, Cost center is the reporting tag, and receipts attach in the Attachments section.

Before you start

You need an account tree with the source and category accounts you expect to use, and your gateways configured under Payment Methods. If you plan to tag spend by unit, create your Cost Centers first - retro-tagging is manual work.

Record an expense

  1. Click the create button on the Posted tab, or on Draft if your role prepares entries for approval.
  2. Fill Description, Date (with time), and Amount in your company currency.
  3. Choose the Payment method, completing the cheque fields if you paid by cheque.
  4. Choose the Account the money left, then the Category it belongs to, plus a Cost center and Branch if you use them.
  5. Attach the receipt, then Save. From the record's page you can print it as a payment document.

Settling supplier bills from an expense

When one payment clears several supplier bills, turn on the supplier settlement switch instead of entering separate expenses. Choose the vendor and the section lists that vendor's open bills in your company currency. Tick the bills, then either type each allocation or click Distribute FIFO to fill the oldest bills first until the payment is used up. A badge tracks the result: unallocated, partially allocated, fully allocated, or over allocated - and an over-allocated expense will not save.

Reading the list

Six summary widgets sit above the table - transaction count, total, average, highest, refunded amount, and net expenses - and they recalculate against whatever filters you have applied. The list opens on the last 30 days by default; widen the date range before you conclude that spend has dropped. The 15 default columns include both the debit and credit account, which makes a mis-categorised expense visible without opening it.

Tip: Enter small cash expenses the day they happen. A month of loose receipts is where books go wrong, and the mobile browser handles this form fine.
Note: An expense is not a Bill. Use a bill when a supplier invoices you and you owe the money for a while; use an expense when the money is already gone. For a fixed monthly cost, a Recurring Bill or a recurring voucher saves the repeat typing.
Warning: Accepting a draft posts it immediately and cannot be undone from the interface. Check the amount, the date, and both accounts before you click the tick.

Full reference

Every option and control on this page, at a glance.

List columns

Shown by default: Number, Date, Description, Vendor, Customer, Category, Branch, Debit account, Credit account, Amount, Reference number, Payment method, Payment ID, Status, Created by

Form fields (12)

Account ID, Amount, Branch ID, Category ID, Cheque bank name, Cheque date, Cheque number, Cost center ID, Date, Description, Gateway ID, Note

Standard list tools

Every list page in OSOSS shares these controls:

Related pages

What you can do on this page

Every action on this page, step by step. What you see depends on your role, so a control your account is not set up for simply does not appear.

Add a record

  1. Click Add above the table - some pages label it New or show a + icon.
  2. Complete the form. Required fields carry a red asterisk and the form will not submit until they are filled.
  3. Click Save. Validation runs on submit; any field that fails shows its message directly beneath itself, and the form scrolls to the first problem.
  4. You land back on the list with the new record in place.

Fields on this form: Account ID, Amount, Branch ID, Category ID, Cheque bank name, Cheque date, Cheque number, Cost center ID, Date, Description, Gateway ID, Note

Searchable dropdowns (customer, product, account, branch...) read live data - start typing to filter rather than scrolling. Most also let you create the missing record inline so you don't lose the form you are in.

Edit a record

  1. Open the row's actions menu at the end of the row and choose Edit, or open the record and use Edit there.
  2. The form loads with current values. Change only what you need.
  3. Click Save.
Documents that are already posted to accounting, paid, or fulfilled lock the fields that would change history. That is deliberate - issue a refund, a credit note, or an adjustment instead of rewriting the original.

Open and read a record

  1. Click the row, or choose View in the row's actions menu.
  2. The detail page shows the record's own fields, its related documents, and the actions that apply to it in its current state.
  3. Use the breadcrumb or your browser's back button to return - your filters, sort, and page position are preserved.

Export the list

  1. Filter and choose your columns first - the export mirrors exactly what is on screen, not the whole table.
  2. Click Export All.
  3. The file downloads as a spreadsheet: one row per record, your visible columns in your order.

Print or save as PDF

  1. Choose Print in the row's actions menu, or open the record and use Print there.
  2. Pick the template or format if you are prompted.
  3. Your browser's print dialog opens - print it, or choose Save as PDF as the destination.