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Finance · Chapter 31

Expenses

AdminPrincipalAccountantMenu Finance › Expenses (Accountant: Expenses)

Expenses holds every bill the school pays, other than staff salary (salary is entered in Payroll). Each expense goes into the Cash Book or Bank Book and the Income & Expenditure statement. The page also shows the month's total, the biggest head and the last six months.

https://coreaxis.info/accountant/expenses.php
Expenses — Demo Public School
Expenses — Demo Public School

Screen at a glance

Month bar
Previous / next month arrows, This month, a month picker and a search box (head, paid to, note).
Spent in (month)
Total of the month and number of bills.
Vs (last month)
Change against the month before, in percent.
Biggest head
The head with the most spending this month and its share.
Session
Expenses so far this session (salary not included).
Bills table
Date, Head (with description), Paid to, Mode, Amount, Actions (edit, delete).
By head
Spending per head for the month. Click a head to filter.
Last 6 months
Month totals. Click a month to open it.
Paid by
Cash against Online / Cheque.
Export CSV
Downloads the bills of the selected month.

Add an expense (example: Diwali decoration, ₹3,450 cash)

  1. Open Expenses and click Add expense, then Add expense in the popup.

    https://coreaxis.info/accountant/expenses.php
    Expenses for October 2026.
    Expenses for October 2026.

  2. Type the Expense head, for example Diwali Decoration. Existing heads appear as suggestions; reuse them so the reports group correctly.

  3. Type Amount (₹) 3450 and set Date to 27-10-2026.

  4. Type Paid to Shree Ganesh Flowers & Lights, Boring Road and choose Payment mode Cash.

  5. Write a Description, for example Marigold garlands, diyas and LED lights for the Diwali assembly.

    https://coreaxis.info/accountant/expenses.php
    The filled Add expense form.
    The filled Add expense form.

  6. Click Save, then Confirm. The bill appears at the top of the list.

    https://coreaxis.info/accountant/expenses.php
    The new expense in October's bills.
    The new expense in October's bills.

TipSalaries go in Payroll, not here. They are already in every finance total.

Edit an expense (example: final bill ₹3,650)

  1. Click the pencil icon on the Diwali Decoration row, then Edit in the popup.

  2. Change Amount (₹) to 3650 and add the bill number to the Description.

    https://coreaxis.info/accountant/expenses.php
    Edit expense with the corrected amount.
    Edit expense with the corrected amount.

  3. Click Save, then Confirm.

Delete a duplicate expense

  1. Find the wrong row, for example the same Diwali bill entered twice by mistake.

    https://coreaxis.info/accountant/expenses.php
    The duplicate entry.
    The duplicate entry.

  2. Click the red bin icon on that row.

  3. Read the popup "Delete this expense of ₹3,650.00 (Diwali Decoration)? It leaves every finance total." and click Delete.

    https://coreaxis.info/accountant/expenses.php
    First confirmation.
    First confirmation.

  4. Click Yes, proceed in the second popup.

    https://coreaxis.info/accountant/expenses.php
    Deleting asks twice.
    Deleting asks twice.

ImportantA deleted expense cannot be brought back. Check you are deleting the duplicate and not the real bill.

Filter and export (example: September 2026 diesel bills)

  1. Pick the month with the month picker or the arrows, for example September 2026.

  2. Type Diesel in the search box and click Search.

    https://coreaxis.info/accountant/expenses.php
    Month and search filter.
    Month and search filter.

  3. Click Export CSV to download the bills of the month shown.

    https://coreaxis.info/accountant/expenses.php
    Export CSV downloads the month's bills.
    Export CSV downloads the month's bills.

Questions

Can the accountant delete an expense?

Yes, accountants can add, edit and delete expenses. Every delete asks twice.

Where do expenses show in the accounts?

Cash expenses in the Cash Book, Online and Cheque in the Bank Book, and all of them in Ledger › Expenditure and Income & Expenditure.