Expense Items

Expense items help categorize payments and analyze what the company spends money on. For example, you can track rent, salary, taxes, marketing, delivery, and other expenses separately.

An expense item is specified in outgoing financial transactions. This data is used to generate reports, including the Profit and Loss Report and the Cash Flow Report by expense item.

You can specify an expense item in transactions: Outgoing Payment, Outgoing Cash Payment, Write-offs. In transactions created based on other transactions, the expense item can be filled in automatically. If needed, you can change it to another expense item.

• Types of Expense Items
• Create Expense Item
• Working with Expense Items

Types of Expense Items

By default, the following expense items are available in Kladana:

• Expenses for purchases
• Expenses for returns
• Marketing and Ads.
• New expense item
• Rent
• Salary
• Taxes
• Transfer
• Write-offs

Use these expense items or create your own according to your company’s expense structure.
Expense items are located in the Expense items section (Settings → Expense items). Here you can create new items, edit and delete your own and preset expense items: Salary, Marketing, Rent.

Create Expense Item

1. In the user menu, select Settings → Expense items.
2. Click +Expense items.
3. Enter the name of the expense item.
4. The Include in Profit setting lets you include the expense item when calculating profit. It is enabled by default. If the expense item should not reduce profit, turn this setting off.
5. Click Save.

After saving, the item will appear in the list and become available for selection in Outgoing Payment and Outgoing Cash Payment.

Working with Expense Items

Expense items can be selected in Payments made (Outgoing Payments, Outgoing Cash Payments). You can also edit and delete your own and preset expense items: Salary, Marketing, Rent.

Select Expense Item

1. In the Kladana workspace, select Financials → Payments.
2. Open an Outgoing Payment or Outgoing Cash Payment or create a new one (Payments made → Outgoing Payment / Outgoing Cash Payment).
3. In the Expense item field, select the required item.
4. Fill in the remaining fields of the transaction.
5. Click Save.

If the required item is not in the list, open the directory from the Expense item field and create a new item.

Edit Expense Item

1. In the user menu, select Settings → Expense items.
2. Select the item in the list.
3. Change the name.
4. Click Save.

The new name will be used in new transactions and reports.

You can also edit an expense item in an outgoing payment transaction. To do this, open an Outgoing Payment or an Outgoing Cash Payment (Financials → Payments), click the edit icon next to the Expense item field, edit the expense item, and save the changes.

Delete Expense Item

1. In the user menu, select Settings → Expense items.
2. Select the item you want to delete.
3. Click the cross icon at the end of the row and select Delete.

A deleted item cannot be selected in a new outgoing payment transaction.

Analyze Expenses by Item

Expense items are used in financial reports:

• In the Profit and Loss Report: Taxes are always included and calculated separately from operating expenses; operating expenses include only the expense items for which the Include in Profit setting is enabled.
• The Cash Flow Report by expense item shows income and expense amounts for each item, broken down by source of funds.

Specifics of accounting by expense item:

• The Expenses for returns item is set automatically for documents created based on a Purchase Return.
• The items Expenses for purchases, Transfer, Taxes, and Expenses for returns are used in financial reports as system expense categories.
• For accurate analytics, select an expense item in each outgoing payment transaction.