Expenses

Open Accounts Manager > Expenses to record authorized library spending in the same accountable workspace as income.

On a phone or narrow window, use the + button beside the page title to create a record. Refresh is beside it in the same row. Hover over the compact action to see its full name. Wider screens show the full button label. Search and date/status filters remain below the header in the Libcodesk WebApp and Standalone app.

Record An Expense

1. Confirm the active library.
2. Choose Record expense.
3. Enter the description, category, transaction date, amount, payee, payment method, and reference where available.
4. Review currency and library.
5. Save and confirm the expense appears in the list and Account Desk totals.

Use details to review the record and regenerate its voucher. Edit or cancellation availability depends on permissions and record state. Cancellation requires a reason and preserves accountability.

Troubleshooting

• Expense is missing from totals: Confirm date range, library, status, and filters.
• Category is unavailable: Ask the organization admin to review the configured accounting choices.
• Voucher will not print: Regenerate it and allow the system print dialog.

Do And Don'ts

• Do attach a meaningful description and reference.
• Do use the library that incurred the expense.
• Don't enter negative income as an expense correction.
• Don't cancel a valid expense merely to hide it from a report.

FAQ

Does Accounts Manager replace full accounting software?

No. It provides traceable library income, expense, balance, and document workflows, not a complete general ledger.

Screenshot To Add: Expense list, create dialog, details, and voucher.

On a narrow screen, scroll the results horizontally to reach the remaining columns and row actions. Each value stays under its matching column heading. In the Standalone app, the horizontal scrollbar stays at the bottom of the results area, even when only a few records are shown.

Amounts show a currency marker beside the entry field. New records use the currency selected in Organization Settings; editing an existing invoice or recording its payment keeps that invoice's currency. Changing the organization setting does not change older records.

Open View details to review the record, documents, payments where applicable, and audit history. Each history entry shows the staff account responsible for that action. On a narrow screen, details and document actions stack so they remain reachable.

Generated documents include the organization name and logo when available, the original record's currency, and dates in the organization's selected format. Use Regenerate and print to open the print dialog and choose the paper settings for the selected printer. If a PDF printer does not open its save dialog, check that printer driver's configuration. Generating another copy does not alter the recorded amount or currency.