Post Expenses With Line Items
Expense transactions can include line items whose quantities and unit prices calculate the expense total automatically.
For School administrators, Accountants. Updated 2026-08-01.
Overview
When posting an Accounting expense, the user can add expense line items with name, unit price, and quantity. If line items have a total, the transaction amount is calculated from the line items and the amount field becomes the computed total.
Expenses can optionally be linked to a bus, which is useful for transport-related expenses such as fuel, repairs, or maintenance.
Before you start
- Create an Expense account head
- Create a bus if linking the expense to transport
Steps
- Open Accounting > Transaction History
- Select New transaction
- Choose Expense
- Select an Expense account head
- Add line items with name, unit price, and quantity, or enter a direct amount
- Optionally link a bus
- Enter date, payment method, and description
- Confirm Post transaction
Common problems
The amount field cannot be edited
When expense line items have a total, the amount is calculated from those line items. Remove or edit the line items to change it.
A bus is not listed
Create the bus under Transport first.