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Money & reports

Expenses and cash to the bank

Record rent, wages, electricity, transport and tea from the drawer, bank or a wallet, and move cash between drawer and bank so the shift close balances.

Money leaves the shop for more than stock: rent, wages, the electricity bill, a rickshaw for a delivery, tea for the staff. And cash goes from the drawer to the bank. Recording both in BooksPOS keeps the drawer count right at the shift close and puts the expenses in the profit and loss report.

How to record an expense

  1. Open Expenses (under Money) and choose New expense, or on Day book choose Expense ("Rent, wages, electricity, tea…").
  2. Choose What for:
    • Rent
    • Salaries and wages
    • Electricity, gas and internet
    • Transport and delivery
    • Repairs and maintenance
    • Bank charges
    • Other expenses (tea, stationery for the shop, cleaning…)
  3. Type the Amount (Rs).
  4. Choose Paid with: Cash (from this counter's drawer), Bank transfer / cheque, Card, EasyPaisa or JazzCash.
  5. Optionally fill in Paid to (LESCO, landlord), the Bill or cheque no. and Notes.
  6. Choose Record expense. "MAIN-EX000007: Electricity, gas and internet Rs 8,450.00 recorded."

"A supplier's bill for goods is a purchase, not an expense. Cash paid here is counted at the shift close." Cash expenses need an open shift on this counter and show at the close as "− Expenses paid in cash".

Save draft keeps the expense on the store server to finish later, even before the amount is known, for example when the electricity bill is due but has not come. Nothing is posted. It is listed on Expenses › Drafts with who saved it and when; Open it, fill in the amount and choose Record expense, and the draft is gone. See Drafts and same-day voids.

The Record an expense dialog for an electricity bill of Rs 8,450 paid by bank transfer

Recording an expense. Paid from a drawer, the bank or a wallet, by category. Screenshot of the current build (28 Sep 2026), synthetic demo data.

How to move cash between the drawer and the bank

  1. On Expenses or Day book, choose Cash and the bank (Cash and bank on the Day book).
  2. Choose Drawer to bank (a deposit) or Bank to drawer (bringing change or cash back from the bank).
  3. Type the amount and, optionally, the Deposit slip or cheque no. and notes.
  4. Choose Record. "MAIN-BD000004: Rs 50,000.00 taken from the drawer to the bank."

"The drawer is this counter's: the cash is counted at its shift close." The close shows the net as "− Cash to the bank (net)".

A move between the drawer and the bank is not an expense and not income: it only moves money between two of the shop's own accounts.

Where they show

  • Expenses (under Money): every expense and bank move, newest first, with its number, what it was for, who it was paid to, how it was paid, the reference, the notes and who recorded it. The cards show what was Spent, Cash to the bank and Cash from the bank for the dates chosen. Narrow the list by category, by Expenses only or Cash and the bank only, and by dates (From and To, or Today, This month, Last month, Year, All). CSV, PDF and Print give the list as it is filtered.
  • Day book: each expense and bank move as a journal entry on its day.
  • Reports › Profit and loss: expenses by account under Expenses and losses.
  • The shift close: cash expenses and cash to the bank, in the expected-cash lines.

Who can do this

Recording expenses and moving cash to and from the bank needs the expenses permission: owners, managers and accountants. Cashiers cannot. The Expenses page needs the accounting permission (owners, managers, accountants and auditors).

Rules worth knowing

  • Expenses are never edited or deleted. On the day it was recorded, an owner or manager can choose Void on its row, with a reason: the money comes back (cash into its shift's drawer while that shift is open, otherwise this counter's) and it leaves the expenses and the profit. It stays on the list marked Voided, and the list can show Voided ones only. After that day, a wrong expense is corrected by another entry; ask your accountant which. Cash to or from the bank is not voided: record the opposite movement.
  • Dated today. Expenses are dated on the business day they are recorded, so closing the books for past days never blocks them. See The day book, trial balance and closing the books.
  • Wallets and bank in BooksPOS are single accounts: Bank, EasyPaisa wallet, JazzCash wallet.

Common questions

The owner took cash home. Is that an expense?

No. It is money taken out of the business, not a shop expense. Ask your accountant how to record it, and use Drawer to bank only if the cash really went to the bank.

We pay the helper's wages weekly in cash. Which category?

Salaries and wages, paid with cash from the drawer, during an open shift.

Can I record an expense for last month?

No. Every entry in BooksPOS is dated on the business day it is recorded; expenses cannot be back-dated. Record each expense on the day it is paid.

Can I attach a photo of the bill?

No. Type the bill number in Bill or cheque no. and keep the paper bill.

Last updated 30 September 2026. Still stuck? Contact us.