Expense Payment, Payment Receipt, Copying and Archiving

In the Expenses module, you pay the accrued expense (fuel, bill, maintenance, etc.) from a cash account in Apt Yönet. This guide covers the steps for taking payment, printing the payment receipt, quickly creating a similar expense by copying, and archiving old expenses.

Prerequisite

• At least one expense accrual must be opened (see Getting Started > Create a Cash Account, Enter Expenses, and Pay).
• The cash or bank account from which you will take payment must be defined.

1. Go to the Expense Detail page

From the left menu, click Expenses > the relevant expense. In the right panel, the expense title, total amount, paid, and remaining information appear.

2. Pay This Expense — take a payment

Press the blue Pay This Expense button at the top of the right panel. In the payment modal that opens:

1. Cash / Bank — Which account it is paid from.
2. Amount — Full or partial (default: remaining amount).
3. Date — Payment date.
4. Description — Optional (e.g., receipt no).

Press Save. The cash balance decreases; the expense is updated to "Paid" or "Partially Paid," and a new payment row appears in the table below.

3. Print the Payment Receipt

At the bottom of the expense detail page there is a "Payments Made for This Expense" table. On the right of each payment row there is a small Payment Receipt button (printer icon).

When you press the button, the receipt modal opens; similar to collection receipts, it offers language selection, print, and PDF options. From the browser's Print dialog, you can print to paper or PDF.

4. "Other ▼" dropdown — Edit, Archive, Copy, Delete

In the right panel, next to the Pay This Expense button is the Other ▼ button. In the dropdown that opens, four options are visible:

Edit

For changing the expense's description / amount / due date / category / invoice no / document fields. Update the fields in the full-page form that opens and save. If the expense has been fully paid, the "Paid" status is automatically recalculated after the amount change.

Archive / Activate (Remove from Archive)

Use this to hide expenses from a previous period from the daily list. An archived expense:

• Does NOT appear in the default expense list (visible only when filter is set to "Archived").
• Continues to appear as usual in reports such as Balance Sheet / Ledger / Cash-Bank Statement (financial records are preserved).
• Can be reverted by selecting Activate (Remove from Archive) from the same dropdown when needed.

Copy

A practical shortcut to create a new expense with the same supplier/category/amount. When clicked, you go to the New Expense form; all fields are automatically prefilled from the source expense (supplier, description, amount, due date, category, invoice no). Just update the date and any field you want to correct, then press Save.

Delete

Completely removes the incorrectly entered expense. When you say "Yes" in the pop-up confirmation window:

• The expense row is deleted.
• All payments made toward this expense are also reversed; cash balances are reflected back by the reduced amounts.
• If the expense is tied to an account, you return to the account detail; otherwise, to the expense list.

Next step

For cash transfer, currency exchange, and transfer refund, go to the next article.