Account balances
Review the available cash, bank and UPI account balances that Kroply builds from recorded payments and accounting entries.
Accounts and expenses | Product guide
Use Accounts to review money balances and ledger activity, and use Expenses to record day-to-day business costs that are not sales or purchases.
What you can do
Account ledger
Open an account to see dated money-in and money-out entries, references, narration and the running effect on its balance.
Expense management
Add business expenses with amount, category, payment account, date, vendor or payee, reference and notes; then filter, edit or remove them.
Report integration
Expense and account activity feeds the Cash & Bank Book and relevant profit reporting, so operational costs are not omitted from analysis.
Step-by-step
Record an expense only after the payment accounts used by the shop are configured.
Set up payment accounts
Open Settings → Payment Accounts and add the cash, bank and UPI accounts used in the business. Use clear names so the correct account is easy to choose.
Open Accounts
Select Accounts from the main navigation to review balances and recent ledger activity before entering a new cost.
Open Manage Expenses and add an expense
Choose Add Expense, enter the amount, date and category, and select the account from which the money was paid.
Add supporting details
Enter the vendor or payee, invoice or reference number and a short note when those details will help later review.
Save and verify
Save once, confirm the expense appears in the list, and check the selected account or report for the expected effect. Edit the original entry instead of creating a duplicate.
When to use it
- Record rent, transport, wages, utilities, repairs and other shop operating costs.
- Check which account was used for a payment and follow the running ledger balance.
- Filter expenses by period or category before reviewing profit or sharing records with the accountant.
Tips
- Use consistent expense categories so monthly comparisons remain useful.
- Add a reference or note for costs that may need a receipt or later explanation.
Common mistakes
- Do not record a supplier invoice payment as a general expense; use the supplier payment flow so the payable is adjusted.
- Do not select a bank or UPI account different from the account that actually paid the expense.
Frequently asked questions
Why is an account missing while adding an expense?
Add and enable it in Settings → Payment Accounts, then return to the expense form.
Should I delete and re-add an expense to correct it?
Use Edit when available so the existing record is corrected without creating a duplicate entry.