Expense Groups And Subgroups

Expense Group and Subgroups Overview

Expense groups and subgroups in the organization tab allow you to place product formats into buckets that track your spending whenever you receive the product on an invoice. Like many popular budgeting softwares, expense groups and subgroups provide two levels of hierarchical organization.

Expense Groups

Expense groups are the top level of monetary classification for your purchase units. A purchase unit is assigned a single default expense group. Whenever this purchase units is received on an invoice, its cost will be tracked to the default expense group that you set. However, the expense group can be modified on the specific invoice if you wish to track it differently than what was originally set.

When you create a new establishment, a recommended list of expense groups will be created for you to immediately start using. However, not all establishments track their spending the same way. Feel free to modify and and create any of the expense groups that are initially provided to you, and create new ones.

Should you choose to customize the initially provided expense groups, keep in mind that they should be broad buckets that can be further subdivided by expense subgroups.

Expense Subgroup

Expense subgroups are another level of budget organization within expense groups. A purchase unit must first be assigned an expense group, and then an expense subgroup within that group.

Like with expense groups, the initial subgroups can be modified and deleted, and new ones can be created.

Examples

Below are a few examples of how you can utilize the expense groups and subgroups.

A "Bar" group with subgroups "Liquor," "Wine," "Draft Beer," "Bottled Beer," and "Produce."

A "Kitchen" group with subgroups "Produce," "Dairy & Eggs," "Beef," "Poultry," "Fish," and "Dry Goods."

A "Tax" group with sections "Sales Tax," "LBD Tax," and "Other Tax."

A "Paper Goods & Disposables" group with "To-Gos," Paper Towels & Napkins," "Candles," and "Coasters."

A "Cleaning" group with "Chemicals & Solutions," and "Tools."

Creating an Expense Group

To create an expense group, click the "+ Create Expense Group" button in the top right of the screen. Enter a name for the group.

To place product formats in an area, click on the area and then click the "+ Add Products" button in the top right of the screen. Using the checkbox next to the list of product formats that appears, select which products you wish to add. When finished, hit the "Add Selected Items" button.

Creating an Expense Subgroup

To create a subgroup, first you must have an expense group you wish to add to. Click on the "+" button on the group and enter a name.

Assigning Purchase Units to Expense Groups and Subgroups

Purchase units can be added to groups and subgroups by navigating to the "Purchase Units" tab in your Product Library and finding the purchase unit you wish to assign. Use the expense group and subgroup drop-downs in the table to classify the purchase unit.