Recording Cash Expenses

English Template (1).png Tracking cash expenses helps you monitor any payments made directly without an invoice, whether for small purchases, urgent services, or daily operational needs.

You can either enter the expense details manually or upload a receipt image/PDF. Wafeq will then automatically extract the data and fill in the fields.

In this guide, we walk you through each step to record cash expenses accurately.

Add a New Cash Expense

To add a new expense, click on "Purchases" from the main menu, then select "Cash Expenses", and click the "Record" button.

Enter the Expense Details as Follows:

Account: Select the account to which the expense will be posted. This usually reflects the type of expense, such as "Office Supplies" or "Equipment Maintenance". The account may belong to either the income statement or the balance sheet accounts.
Paid Through: Choose the cash or bank account the expense was paid from, such as "Petty Cash" or "Al Rajhi Bank".
supplier: Select the vendor to whom the payment was made, if you want to link the expense to a specific supplier.
Reference: Enter an internal or external reference number to help track the expense later.
Date: Enter the transaction date to ensure the expense appears in the correct accounting period.
Amount: Enter the total expense amount.
Currency: The system's default currency will appear automatically, but you can change it to any foreign currency if needed.
VAT Rate: If your company is VAT registered, select the applicable VAT rate for this expense.
Project: If the expense is related to a specific project, choose the project from the dropdown, or click "Add Project", enter the name, and click "Save".
Branch: If your company uses branches and you want to associate this expense with one, select the relevant branch from the dropdown, or click "Add Branch", enter its details, and click "Save".
Cost Center: If applicable, select the appropriate cost center from the dropdown, or click "Add Cost Center", enter the name, and click "Save".

"Projects", "Branches", and "Cost Centers" are used as tools to classify and filter expenses within the expense list or in financial reports.

Description: Enter a brief note that explains the reason or nature of the expense, such as "Office supplies".

If you need to download a copy of the payment voucher, click the three dots, then select "Download Payment Voucher PDF" to download the document to your device.

After entering all the required details, you can select "Save as Draft" if you have not finished working on the voucher and would like to make changes later.

Once you have completed entering the details and want to post the voucher to the accounts so that it appears in the reports, click "Post".

If you want to finalize the voucher after posting it, click "Finalize".

If you save expenses as drafts, they will not appear in any of your reports until they are posted.

Fill in Expense Details Automatically from a Receipt

To save time and reduce manual entry, you can upload the receipt and the system will automatically read its content and fill in the relevant fields for you.

To attach a receipt to the expense, click the "+ Attach Receipts" button, or click "Drag a file or click to upload" to choose a PDF or image file from your device, or select from files you've previously uploaded to the system.

The system will automatically recognize key details from the uploaded file or image such as the vendor, reference, date, currency, and amount.
You can then complete any remaining fields that are not detected in the file manually.

Cash expenses list and available actions

From the "Cash Expenses" list, you can review all recorded transactions and manage them from a single place. The list displays key details such as the date, account, payment method, supplier, and amount.

Available actions include:

Search: Enter a keyword (e.g., supplier name, amount, or reference number) to filter expenses and find what you're looking for.
Filter: Use the filter tool to narrow down results by specific criteria such as date, account, vendor, or amount. This helps in classifying expenses efficiently.
Sort: Organize expenses chronologically (oldest to newest or vice versa) by clicking any column, such as date or amount, to prioritize your view.
Import: Click "Import" to upload a file containing multiple expenses at once instead of entering them manually.

For more details, please refer to the documentation.

Importing Cash expenses into Wafeq
Export: Click "Export" to download the current list of expenses as a PDF or Excel file.
Card / Table View: Choose how to display the data—either as sheet or in a table—based on your preference
All, Draft, Posted: Click any of these options to display expenses based on their status, making it easier to search and filter expenses and quickly find the ones you need.

View Expense Details

From the "Table View" of the expenses list, click on the expense you want to open.

The expense details will be displayed, allowing you to edit the required field and save your changes. You can also delete the expense by clicking the three dots at the top of the screen, then selecting "Delete".

Add a comment to an expense

To add a comment to an expense, make sure you're in the "Sheet View", then click the comment icon next to the expense, Type your comment, then click "Comment" to save it.

To view previous comments, simply click the same icon next to the expense.

A green file icon appears next to expenses that originate from employee claims. This indicates that the expense was created from a claim submitted by an employee through the system.
Click the icon to open and view the original employee claim.

A reconciliation ✔️ icon appears next to any expense that has not yet been matched with a bank transaction, such as a withdrawal or a recorded cash payment in the bank statement. This indicates that the expense still needs to be reconciled.

Clicking the icon takes you to the "Bank Statement", where you can match the expense with its corresponding transaction to confirm that the payment was actually made.

This process is called "expense reconciliation", and it’s an important step to ensure your expense records align accurately with your bank accounts.

Bulk Actions for Cash Expenses

After creating and recording multiple cash expenses, you may need to perform actions on several expenses at once instead of opening each expense individually. Wafeq allows you to select multiple cash expenses from the expenses list and perform certain actions on them in bulk. To access cash expenses, click "Cash Expenses" from the "Purchases" menu.

To make bulk actions easier and improve data management, you can use Shift + Click to select or deselect multiple rows at once in both the table and sheet views.

Select the first row, then press and hold the Shift key and click the last row to automatically select all rows in between, making it faster and more efficient to complete tasks.

What bulk actions are available?

Post: Used to post multiple selected cash expenses at once, changing their status from Draft to Posted.
Change Status to Draft: Used to move selected cash expenses from Posted back to Draft, allowing you to edit their details or correct any errors before posting them again.
Delete: Used to delete multiple selected cash expenses, provided they are in Draft status. This is useful for removing test expenses or expenses created by mistake before they are posted, permanently removing them from the system without leaving an accounting record.
Copy: Use the "Copy" button to create new copies of the selected cash expenses. The copies are created in Draft status, allowing you to edit them before posting.
Finalize: Used to finalize multiple selected cash expenses at once after they have been posted, changing their status to Finalized.