Record expenses, attach receipts, and create categories

Record expenses, attach receipts, and create categories

Here, you enter your location's expenses: rent, supplies, software, cleaning. The expenses are recorded in the general journal and included in the DATEV export. You can find this page in the menu under Financials → Reports → Expenses (/manager/expenses). It is part of the Komplett Kasse plan. Clicking /manager/expenses?new=1 opens the form for a new expense directly.

If the subscription ends, “Your books stay open” appears at the top. Then you can only view expenses: “View details” and “View receipt” remain in the row menu, but you can no longer enter or edit them.

What's on the page

At the top, a number bar displays three values: “This month” (total expenses for the current month), “Top category”, and “Total expenses” (the number of entries).

Below that is the list with the columns “Vendor / description”, “Category”, “Date”, “Payment”, and “Amount”. You can sort by “Date” and “Amount”; the most recent entry appears first. Filtering is done by “Date range” and “Category” (“All categories”). The search finds matches in the provider name, the description, and the notes.

Recurring expenses are marked with “Recurring”. Tips that Terminz records as an expense are marked with “Auto · Tip”.

In the row menu, you'll find:

• View details
• Edit
• View receipt (grayed out if no receipt is attached)
• Archive

Enter an expense

1. Tap Add expense in the upper-right corner. “Add expense” opens.
2. Fill in the fields:
   • Category: Required. Choose from the available categories or create your own using “New category” (see below).
   • Amount (€): Required, in euros with two decimal places, greater than 0. Terminz saves the amount in cents.
   • Tax amount (€): Optional, the tax portion of the amount. It must be less than the amount; otherwise, Terminz will reject the expense.
   • Description: Free text.
   • Vendor name: Free text, for example, the supplier.
   • Date: Required; the date of the transaction.
   • Payment method: Required. Choose from Cash, Card, Bank Transfer, or Other.
   • Recurring expense: Toggle. If enabled, select Weekly, Monthly, Quarterly, or Annual in Recurrence interval. This is a note for you: Terminz does not automatically create new expenses based on this; you'll need to enter each one yourself.
   • Notes: Free text, for your team or tax advisor.
   • Receipt: Photo or PDF. Use Attach receipt to upload the file; afterward, “Receipt attached” will appear with the link View. Replace receipt lets you replace it.
3. Save is only active once the category, amount, date, and payment method have been set.

To make changes, use Edit in the row menu. There, the form is labeled “Edit expense”, and the fields are the same.

Cash and the Till

If you select Cash as the payment method, Terminz simultaneously posts the expense as a cash withdrawal. For today's date, it counts from now on; for an earlier date, it counts from the start of that day. This ensures that the till balance matches the money in the drawer. If you retroactively change an existing expense to cash, the withdrawal is only recorded then.

Create Your Own Category

If you can't find the right category, tap New category in the form. This opens “New expense category”:

• Name: Required. If the name already exists at your location, Terminz will reject it.
• Name (German): Optional.
• SKR03 account (optional): The account to which the expense is posted in the DATEV export. The note there says: “e.g. 4210 for rent — used for the DATEV export, ask your tax advisor”.

Create creates the category and selects it immediately in the form. Categories provided by Terminz are visible to all locations; your own categories are visible only to you.

Archiving an Expense

Archive in the row menu removes the expense from the list and from the totals. Terminz does not ask for confirmation beforehand. Its entry in the posting journal is reversed; the expense itself is not deleted, but only archived. There is no way to restore an archived expense on this page.

Frequently Asked Questions

Where do I enter rent or a subscription? Here, each with its own category. For rent, use “SKR03 Account 4210,” as indicated in the form.

Are recurring expenses created automatically? No. The “Recurring expense” marker simply identifies them.

How do I find a specific invoice? Use the search by provider, description, or note, or use the filters “Date range” and “Category”.

I don't see the page in the menu. You lack the “View Basic Financial Reports” permission, or your location does not have the Complete Till plan.