Create, approve and settle expenses
An expense documents a business cost. Approval authorizes it; payment records its settlement. Recording a pending expense must not be confused with paying it from a station drawer.
Reviewed 7 October 2026
Who this is for
Authorized managers create expenses; designated approvers and finance users handle review and settlement.
Before you begin
Have date, description, category, amount, payee, station/organization scope and supporting reference.
1Submit an expense
- Open Expenses and Add expense. Choose the date and a clear description that will make sense to a reviewer.
- Select category/subcategory, amount, intended payment method and payee information. Assign station or organization scope accurately.
- Add receipt/reference and explanatory notes. Review the details and submit once.
- Open the saved expense and check whether it is pending, approved, rejected or paid.
The cost exists in the right scope with a reviewable reference.
2Review and pay correctly
- The reviewer checks category, amount, scope and evidence, then approves or rejects with the required reason.
- For rejection, correct the legitimate issue and use the resubmit action if available. Do not create another expense to bypass the rejection.
- When settlement actually occurs, use Mark paid and select the real method and cash funding scope requested.
- Use Void only where authorized, with a reason, and inspect the history. Do not treat a void as proof that an external bank transfer was reversed.
Approval, payment and reversal history remain separate and traceable.
A practical example
A 20,000 FCFA repair may be approved today and paid tomorrow from Station A’s drawer. The settlement should identify that actual drawer, even if an owner approved it elsewhere.
If something goes wrong
The category is missing
An authorized finance user manages categories. Agree the classification rather than choosing an unrelated category to get past validation.
The expense is approved but cash has not moved
That can be correct: approval is not settlement. Record payment only after it occurs.
Open the relevant screen
Sign in with your own account. Your permissions still apply.
Open the relevant screen →