📝 Overview
The Expense Tracking feature allows you to easily add and monitor expenses related to a specific program roster. This functionality enables you to keep detailed records of your expenditures and helps you calculate the overall profit and loss for each program.
🛠️ Expense Types Setup
Click the arrow to learn how to create an Expense Type
Click the arrow to learn how to create an Expense Type
From the global search box, begin typing in "Expense Types".
Click on the "+" to add a new Expense type category.
A modal box will appear to a fill in the expense name and a GL code to associate it with.
Click the "Save" button when finished.
📍 Access Roster Expense Tracking
Click the arrow to learn where to access roster expense tracking
Click the arrow to learn where to access roster expense tracking
Navigate to the desired Season, Class, Team, or Camp.
Open the specific Program Roster.
Select the Expenses tab.
This tab displays all expenses tied to that roster.
➕ Add an Expense to a Roster
Click the arrow to learn how to add an expense to a roster
Click the arrow to learn how to add an expense to a roster
Open the Expenses tab within the roster.
Click + Add Expense.
Select the appropriate Expense Type.
Choose the Date of the expense.
Enter the Amount.
Add a brief Description (example: Replacement soccer balls).
Select the responsible Employee.
Enter additional Notes if needed.
Click Save.
The expense will immediately be reflected in the roster totals
📊 Expense Tracking P&L Report
Click the arrow to learn how to access the Expense Tracking P&L report
Click the arrow to learn how to access the Expense Tracking P&L report
You can access this report in two ways:
Option 1: From the Roster
Open the Program Roster.
Select the Expenses tab.
Click Expense Tracking P&L.
Option 2: Using Global Search
Use the global search bar.
Type Expense Tracking P&L.
Select the report from the results.
This report allows you to:
View total revenue compared to total expenses
Analyze profitability by roster
Review expense categories in detail
💡 Pro Tips
⚠️ Create Expense Types before the season starts - This keeps reporting clean and organized from day one.
🧾 Use consistent descriptions - Standardized naming improves filtering and clarity in reports.
📊 Review the P&L during the season - Monitoring expenses early helps prevent budget surprises.
🔎 Confirm GL codes - Make sure codes align with your accounting structure before running reports.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
Can I edit or delete a roster expense?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. Open the roster, go to the Expenses tab, and edit or delete the expense entry as needed.
Does the Expense Tracking P&L replace other financial reports?
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Click the arrow to see the answer
No. The Expense Tracking P&L report focuses specifically on roster-level profitability and supplements your broader financial reporting.
Can I access the Expense Tracking P&L without opening a roster?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. Use the global search and select Expense Tracking P&L to access it directly.
Do roster expenses connect to GL codes?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. Each expense is tied to an Expense Type, which includes a GL Code. This ensures expenses align properly with your financial reporting structure.