Finance

Navigate to: Dashboard → Finance section (sidebar)

Bettencourt Finance is a full accounting and billing suite built into the POS. It covers everything from customer invoices and vendor bills to aging reports, budgets, and Shakira's daily expense summary form.

Finance Dashboard

Route: /dashboard/finance

The Finance Dashboard gives a real-time overview of your financial position:

Below the KPI strip you'll find:

• Revenue vs Expenses stacked bar chart (last 12 months)
• 5 most recent invoices quick-view table
• 5 most recent vendor bills quick-view table

Quotations

Route: /dashboard/quotations — see Quotations & Invoices for full documentation.

Key points relevant to the Finance workflow:

Quotation Lifecycle

draft → sent → accepted  → converted (to invoice)
              → rejected
              → expired   (automatic, past valid-until date)

Accept / Reject

When a quotation is in Sent status, Accept (green) and Reject (red) buttons appear in the detail view. The PDF header tag updates immediately (ACCEPTED / REJECTED / EXPIRED) to reflect the current status.

Auto-Expire

Quotations past their Valid Until date are automatically marked Expired the next time the list is loaded. Expired quotations cannot be accepted — use Duplicate or Revise to issue a fresh copy.

Government / Agency Quotations

When the Agency / Ministry tab is selected on a quotation or invoice, additional fields appear:

All fields print in the "Prepared For" section of the PDF and carry over automatically when converting a quotation to an invoice.

Invoices

Route: /dashboard/invoices

Create and manage customer invoices for catering, corporate lunches, events, and ongoing accounts.

Creating an Invoice

1. Click New Invoice
2. Choose customer type: Individual or Agency / Ministry
3. Enter customer name (or select from the customer list)
4. Add line items (description, quantity, unit price)
5. Set due date and payment terms
6. (Optional) set a custom invoice number
7. Click Save as Draft or Send to issue it immediately

For government invoices, select the Agency / Ministry tab to access the full set of agency fields (Agency / Ministry Name, Department, Division, Department Details, Order Placed By). These print in the "Prepared For" section of the invoice PDF.

Recording a Payment

1. Find the invoice in the table
2. Click the green payment button on the row (card icon)
3. Enter amount, payment method (Cash / Cheque / Bank Transfer / Mobile Money), optional reference number, and date paid
4. Click Record — the invoice status updates automatically

More Actions Menu (•••)

• Mark Sent (for drafts)
• Duplicate Invoice
• Print / Save PDF
• Copy Reminder
• Delete (permission-gated)

Payment Methods Supported

• Cash — direct cash payment
• Cheque — enter cheque number and expected deposit date
• Bank Transfer — enter reference/transaction number
• Mobile Money — for digital payment apps

Payment History

Each invoice has a collapsible Payment History section showing every payment recorded, including reversals. This is the complete ledger for that invoice.

Creating a Credit Note from an Invoice

On any paid or partially-paid invoice, click Create Credit Note to open the credit note form pre-filled with the customer's details.

Invoice Status Flow

draft → sent → partial → paid
                       ↘ overdue (if past due date)
         ↘ voided (any stage)

Credit Notes

Route: /dashboard/credit-notes

Credit notes reduce a customer's outstanding balance — used for price corrections, loyalty discounts, or returned goods.

Creating a Credit Note

1. Click New Credit Note
2. Use the searchable Invoice combobox to select the original invoice (optional but recommended)
3. Set Department (optional)
4. Add line items describing the adjustment
5. Click Save (creates in Draft status)

Issuing a Credit Note

A credit note must be Issued before it can be applied. Click Issue in the action menu.

Applying to an Invoice

1. On an issued credit note, click Apply to Invoice
2. Select the target invoice
3. Enter the amount to apply (can be partial)
4. Click Apply — the invoice balance reduces accordingly

More Actions Menu (•••)

• Issue Credit Note (draft only)
• Print / Save PDF
• Delete / Void (status + permission dependent)

Credit Note Status Flow

draft → issued → applied (fully used)
      ↘ voided

Vendor Bills

Route: /dashboard/vendor-bills

Vendor bills track what Bettencourt's owes to suppliers like Family Food International, Albadar Grocery, WJ Enterprise, etc.

Creating a Vendor Bill

1. Click New Vendor Bill
2. Select supplier from the dropdown
3. Add line items (e.g., "Chicken 50 lbs", "Rice 100 lbs")
4. Set issued date, due date, and Department (optional)
5. Click Save

Recording a Payment on a Bill

1. Click Pay on the bill row (when balance is due)
2. Enter amount, method, and reference
3. Bill status updates to Partially Paid or Paid automatically

More Actions Menu (•••)

• Edit Vendor Bill
• Print / Save PDF
• Delete Vendor Bill (permission-gated)

Overdue Bills

Bills past their due date automatically show a red Overdue badge. The Overdue AP KPI on the Finance Dashboard always reflects the current overdue total.

Vendor Bill Status Flow

draft → received → partial → paid
                           ↘ overdue
              ↘ voided

Payment History

Each vendor bill has a full payment history ledger. Payments are never deleted — a reversal creates a negative entry.

Recurring Templates

Route: /dashboard/recurring

Recurring templates auto-generate invoices, expenses, or vendor bills on a schedule.

Creating a Template

1. Click New Template
2. Choose type: Invoice, Expense, or Vendor Bill
3. Fill in the template data (customer/supplier, line items, amounts)
4. Set frequency: Weekly / Bi-weekly / Monthly / Quarterly / Annually
5. Set the next run date

Generating the Next Document

Click Generate Next on any active template. This creates the actual document from the template data and advances the next run date.

Pause / Resume

Templates can be paused (no generation) and resumed at any time. The next run date is preserved when paused.

Aging Report

Route: /dashboard/aging

The Aging Report shows how long invoices and vendor bills have been outstanding.

Receivables Tab (Customers)

Unpaid customer invoices grouped by how overdue they are:

Payables Tab (Suppliers)

Same aging breakdown but for vendor bills — shows what Bettencourt's owes and for how long.

Use the Export CSV button to download the aging report for accountant review.

Customer Statements

Route: /dashboard/customer-statements

A customer statement shows every invoice, payment, and credit note for a specific customer in a date range, with a running balance.

Generating a Statement

1. Select a customer from the dropdown
2. Set the date range (Start Date → End Date)
3. The statement loads automatically

Statement Columns

Printing a Statement

Click Print Statement to open a print-ready PDF version — same format as the vendor statement PDF.

Tax Summary

Route: /dashboard/tax-summary

The Tax Summary compares VAT collected on sales invoices vs VAT paid on purchases (vendor bills + expenses).

KPI Cards

• Tax Collected — VAT from paid invoices in the selected period
• Tax Paid — VAT from vendor bills and expenses
• Net Tax Liability — Collected minus Paid (what needs to be remitted)

Period Selector

Switch between Monthly, Quarterly, and Annual views. The bar chart shows month-by-month breakdown.

Budgets

Route: /dashboard/budgets

Budgets let you set spending targets per category and track actual vs budgeted amounts.

Creating a Budget

1. Click New Budget
2. Name it (e.g., "March 2026 Operating Budget")
3. Set period: Monthly, Quarterly, or Annual
4. Set start and end dates
5. Add categories with:
   • Category name (Food Cost, Utilities, Rent, etc.)
   • Budgeted amount (GYD)
   • Alert threshold (% — e.g., 85 means alert when 85% used)

Budget vs Actual View

Click a budget to see the full comparison:

• Progress bars (green = safe, amber = approaching limit, red = over budget)
• Grouped bar chart — budgeted vs actual per category
• Variance table — exact difference in GYD and percentage

Expenses & Funding Sources

Route: /dashboard/expenses

The expense page has been enhanced with Funding Sources — who provided the cash for each expense.

Funding Sources

Shakira's team uses multiple cash sources:

• General Cash — main operating cash
• Renatta — cash from Renatta
• CEO — cash from CEO
• Pastry Section — pastry department fund
• Miss Bonita — cash from Miss Bonita
• QuickServe — QuickServe location cash

When recording an expense, select the appropriate Funding Source from the dropdown. This is optional but required for the Daily Summary report.

Managing Funding Sources

Click Manage Sources in the expense form to add, rename, or deactivate funding sources.

Daily Summary View

Switch to Daily Summary mode (toggle at top of page) to see Shakira's expense form layout:

• Select a date using the date picker
• Expenses appear grouped by funding source
• Each section shows vendor, category, description, and amount
• Section subtotal per funding source
• Grand total at the bottom

Printing the Daily Summary

Click Print Daily Summary to generate a printable form matching Shakira's handwritten "Bettencourt's Diner Expense Summary Form" — with signature lines for Prepared By / Checked By / Authorized By.

Roles & Permissions

Accountants land on the Finance Dashboard by default when they log in.