Expenses

Expenses are the money that leaves the pharmacy other than purchases. Recording them is what turns the sales report into a profit report.

Record one

Settings → Expenses → Add expense (web) or More → Expenses → Add expense (app):

Field	Notes
What was it for	A short title: Electricity bill September
Category	Rent, salary, utilities, maintenance, transport, marketing, supplies, tax, licence, miscellaneous
Amount	Rupees, including GST if the bill had it
Paid via	Cash, UPI, bank transfer, cheque
Paid to	The vendor or landlord
Date	Defaults to today
Recurring	Tick for rent, salaries and the like; the next due date is tracked

A receipt photo can be attached.

Approve and pay

A recorded expense is pending. Someone with the expense-approval permission (owner, manager, accountant) opens it and chooses Approve or Reject with a reason, then Mark paid when the money has gone. Each state change is logged. On the phone, tapping an expense offers the same actions.

Reports

Expenses by category and month appear in Reports → Profit & loss, next to purchases and sales, so the month's result is real.

Common mistakes

• Recording purchases of medicines as expenses. Stock purchases go through Purchases, where they create batches. Expenses are for everything else.
• Marking paid before the transfer actually went. Mark paid on the day the money leaves; reports date it from there.