Chapter 09: Expenses Management (दुकान व मंडी खर्च)
Running a mandi stall or vegetable shop involves dozens of small and large daily expenses—from morning tea and helper wages to truck diesel and electricity bills.
If you don't track these expenses, you might think you made a huge profit when in reality your money leaked away in unrecorded petty cash expenses.
BahiKhata Green makes logging shop expenses as fast as sending a text message!
🧾 1. Overview of the Expenses Screen#
Click on "Expenses (खर्चे)" in the navigation menu:
🖥️ Desktop Web View
📱 Mobile App View
What you see on this page:#
- Total Expenses Today (आज का कुल खर्च): Live sum of all expenses logged today.
- Recent Expenses Table: Shows Date, Category, Description/Notes, Payment Mode, Amount, and recorded staff name.
+ Add ExpenseButton: Instant shortcut to log a new expense in 10 seconds.
📂 2. Common Expense Categories#
The app comes pre-configured with standard mandi and shop expense categories:
| Category | Typical Examples |
|---|---|
| ☕ Tea & Refreshments (चाय-नाश्ता) | Morning tea, snacks, water jars for staff and buyers. |
| 👷 Helper & Daily Wages (मजदूरी / दिहाड़ी) | Daily helper wages, temporary crate loaders. |
| 🏢 Shop Rent (दुकान किराया) | Daily or monthly mandi stall rent. |
| 💡 Electricity & Water (बिजली व पानी) | Shop lighting, cold storage cooling power, water supply. |
| ⛽ Transport & Diesel (गाड़ी डीजल व भाड़ा) | Tempo fuel, auto-rickshaw hire, delivery fuel. |
| 📦 Packaging & Bags (बोरी व सुतली) | Purchasing jute bags, plastic crates, twine, tape. |
| 🏛️ Mandi Cess & Taxes (मंडी टैक्स) | Market committee fees, gate pass fees. |
| 🔧 Maintenance & Repairs (दुकान मरम्मत) | Weighing scale repair, lighting fixes, cleaning supplies. |
| 📌 Other Miscellaneous (अन्य फुटकर खर्च) | Any unexpected or general expense. |
📝 3. Step-by-Step: How to Record an Expense#
📸 Screenshot Placeholder:
'Record Shop Expense' modal showing Category dropdown, Amount box, Payment method pills (Cash, UPI, Bank), Description input, and green 'Save Expense' button.
- Click the "+ Add Expense (खर्च दर्ज करें)" button.
- Select the Expense Category (e.g. Tea & Refreshments or Transport & Diesel).
- Enter the Amount (खर्च राशि): (e.g.
₹150). - Select the Payment Method:
- 💵 Cash: Paid directly from shop cash drawer.
- 📱 UPI / Online: Paid via phone QR code.
- 🏦 Bank: Paid via net banking.
- Type a quick Description: (e.g. Morning tea and biscuits for 4 helpers).
- Click "Save Expense".
- The expense is recorded immediately, and your cash in hand is adjusted!
📶 4. Logging Expenses While Offline#
If you are away from the shop or buying supplies in the market with no mobile signal:
- Enter the expense as usual.
- The app saves it in offline mode (marked with a small local badge).
- As soon as your phone connects to internet, the expense is uploaded and synced to your shop's master reports automatically.
❓ Frequently Asked Questions (FAQ)#
Q1: Does logging a cash expense reduce my Cash In Hand on the dashboard?
Yes! If you take ₹200 out of your cash drawer to pay for tempo diesel and log it as a cash expense, your dashboard cash summary is automatically adjusted so your drawer balance stays 100% accurate.
Q2: Can my cashiers record their own daily tea and travel expenses?
Yes! Cashiers and staff with expense permissions can log their daily expenses. The owner can review all logged expenses anytime with staff timestamps.
Q3: How do I see my total shop expenses for the whole month?
Go to Reports (रिपोर्ट) and view the monthly Profit & Loss report. It will show a complete category-by-category breakdown of your monthly shop expenses.
➡️ Next Step:#
Now that you have mastered sales, purchases, stock, and expenses, let's explore your business health in Chapter 10: Reports & Profit Analysis.