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Takings are not profit. Expenses is where you record what running the pharmacy actually costs, so the net position figure everyone quotes is worth quoting.

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The arithmetic, plainly

The header reads Expenses — “Net position and running costs” — and the first card is Net position · {range}, with a range select of Today, 7 days, 1 month, 3 months, 6 months and All time. Four lines make one number:
Three of those four fill themselves in from work you are already doing. Expenses is the only line that exists because someone typed it. A pharmacy that records no expenses will see a net position that looks like a gross margin and read it as profit. Below the card sit Expenses by category · this month and Recent expenses.

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Record an expense

1

Select Add Expense

The Add expense sheet opens — “A running cost — fuel, rent, salaries. It reduces the net position for its date.”
2

Pick a Category

Fuel, Transport, Rent, Salaries, Utilities, Supplies, Capital or Other. The categories are fixed, which is what makes the Expenses by category breakdown comparable month to month — so pick the nearest one rather than defaulting everything to Other.
3

Enter the Amount

It must be greater than zero: “Enter an amount greater than zero.”
4

Set the Date

Defaults to today. Change it to the date the cost actually falls on — an expense reduces the net position for its own date, so back-dating a delivery charge to last week moves it into last week’s figures.
5

Add a Description

Description (optional) — “e.g. Generator diesel for the week”. Optional, and worth filling every time: in three months the amount alone will not tell you what it was.
6

Save it

The toast reads “Expense recorded”.

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Check it worked

  • The expense heads the Recent expenses list with its category badge, description and date.
  • The Expenses figure on the Net position card rises by the amount, and the net falls by the same.
  • Expenses by category · this month picks it up if the date falls in this month.

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Delete an expense

Use the delete action on the row. You get “Expense deleted” and the net position recovers by that amount.

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Where expenses show up elsewhere

  • The sales dashboard carries the same Net position card, so takings and costs are read side by side.
  • The executive dashboard shows Today’s net (revenue − cost − expenses) as its headline figure.
  • Analytics has an Expenses report — operating spend by day and by category, with an export. That report exists only in the Pharmacy edition, because this is the only edition with a screen that feeds it.

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Who can see this

The whole page needs the View the net position permission. Without it, the sidebar entry is not yours and the net position card does not appear anywhere else either — it is hidden rather than shown as zero, on purpose. A card reading “0” would be read as a bad month rather than as a permission boundary. Owners and managers have it. For anyone else it is granted per person — see Staff permissions.

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If something goes wrong

The amount is blank, zero or not a number. Expenses are always positive — the subtraction is done for you.
You do not have View the net position. The rest of the screen still works; the figures do not appear until an owner or manager grants it.
Almost always missing expenses. Check that rent, salaries, fuel and utilities are recorded for the range you are looking at. Stock written off also has to be recorded as waste in Inventory to appear in the Loss line — see Batches and expiry.
Cost of goods can only count stock whose cost you recorded when you received it. Items received with no cost contribute nothing, so the figure understates rather than guesses. Record costs at receiving — see Purchase orders.
It uses the Date on the sheet, not the day you typed it. Delete it and re-add it with the right date.