Page layout and summary cards

The page opens on Bu ay (This month); change the period with Geçen ay (Last month), Son 3 ay (Last 3 months), Bu yıl (This year), Tümü (All) and Ay seç… (Pick a month). The three cards at the top:

  • Dönem giderleri (Period expenses): the total for the selected period, the change against the previous period, the number of entries and the split between vehicle, operating and general administrative costs.
  • Ödenecekler (To pay): all unpaid expenses regardless of period, how many are overdue and the next payment. Clicking it filters the list to unpaid expenses.
  • Müşteriye yansıtılacak (To recharge): expenses waiting to be passed on to the renting customer.

Filter the list by search, category, vehicle and group (and, for the System Administrator in a company with several branches, by şube (branch): all branches, one branch or Şubesiz (No branch)), and with the Tümü / Ödenmedi / Yansıtılacak / Fişi eksik (All / Unpaid / To recharge / Missing receipt) buttons; entries are grouped under day headings with a daily total. Click a row to edit the expense; payment, recharge and delete actions are in the row menu. Excel'e aktar (Export to Excel) downloads the full result for the selected period, filters and status. The System Administrator manages expense categories under Ayarlar > Kiralama tanımları > Form seçenekleri (Settings > Rental definitions > Form options).

Quick expense

Open it with + > Gider in the bottom bar on a phone, or Gider ekle > Hızlı giriş (Add expense > Quick entry) on desktop. It asks only for what is needed: the amount including VAT, Ne için? (What for?, your most-used categories), Hangi araç? (Which vehicle?, recent plates, Genel for general, or a search by plate, make or model), Ne zaman? (When?: today, yesterday or a date), an optional receipt photo and a note. VAT comes from the category and the branch from the vehicle; the payment status is set to Ödendi (Paid). Değiştir (Change) or Tüm alanlarla aç (Open with all fields) moves what you entered to the full form; Kaydet + yeni (Save + new) keeps the vehicle and date for the next entry.

Add an expense with all fields

  • The form has three sections: Gider (Expense: amount, currency, category, vehicle or general, date, description), Belge ve ödeme (Document and payment: receipt/invoice, supplier, document number, payment status and method) and the collapsed Muhasebe ve raporlama (Accounting and reporting: VAT, vehicle cost, period covered, branch, note).
  • Clicking the vehicle field opens a list; type a plate ("34abc" or "34 ABC 1"), make, model or year to filter it, with your most recently chosen vehicles at the top. Sold vehicles are not listed. The same vehicle picker is used in recurring payment and maintenance forms.
  • If you choose a vehicle, the branch is taken from the vehicle. In a company with several branches, a Şube (Branch) field appears below the vehicle; an expense without a vehicle and without a branch stays as Şubesiz (No branch) in branch filters and reports. The amount must be greater than zero.
  • For foreign-currency expenses the rate is filled in from the Central Bank of the Republic of Türkiye (the selling rate for the day before the expense date; at weekends and holidays, the last published day), with the rate date shown. A rate you type yourself is not overwritten; if no rate can be fetched, enter it by hand. Summaries and reports use the TRY equivalent.
  • A receipt photo or PDF can be chosen before saving, even for a new expense, and is uploaded when the expense is saved. If the upload fails, the expense is still saved and the list shows a warning; add the receipt by editing the expense.

VAT

Enter the receipt total including VAT as the amount. The VAT rate is suggested from the category (if the category has no rate, the company's general rate; insurance, comprehensive cover, taxes, fines and salaries carry no VAT) and can be changed to match the receipt. The VAT amount is calculated automatically and can be corrected by hand; the net amount and VAT are shown separately below the form. Reports show expenses including VAT; the VAT split is in the accounting export and the expenses Excel. Set a default VAT per category under Ayarlar > Kiralama tanımları > Form seçenekleri (Settings > Rental definitions > Form options).

Payment status and due date

An expense is saved as Ödendi (Paid, the default), Kısmen ödendi (Partly paid) or Ödenmedi (Unpaid); for an unpaid expense you enter a Vade tarihi (Due date), and the list shows a label such as "3 days overdue". In the list opened from the Ödenecekler (To pay) card, Ödendi (Paid) on a row closes the expense with today's date. Unpaid expenses that are overdue, due today or due within 3 days are also flagged in Önerilen odak (Recommended Focus) on the home screen.

  • With Kısmen ödendi (Partly paid), enter the amount paid and the payment date (more than zero and less than the expense amount), and a due date for the rest. The list shows a label such as "Kalan 7.000 ₺ · vade …" (Remaining 7,000 ₺ · due …).
  • Opening a partly paid expense shows a payments list: paid / total, remaining, a progress bar and each payment's date, amount and method. Add a payment (leave the amount empty and Kalanı öde (Pay the rest) pays the full remainder) or delete one; changes are saved immediately. The same list opens from Kısmi ödeme ekle (Add partial payment) / Ödemeler (Payments) in the row menu.
  • When payments reach the amount, the expense becomes Ödendi (Paid); if all payments are deleted, it becomes Ödenmedi (Unpaid) again. Payments cannot exceed the expense amount. The Ödenecekler (To pay) card, the home screen reminder and the cash-flow forecast use the remaining amount.

How expenses appear in reports

  • Kapsadığı dönem (Period covered): for payments that cover several months, such as annual insurance, comprehensive cover, road tax or prepaid rent, choose 1/3/6/12 months or a date range. Reports spread the amount evenly over the days of that period, so the vehicle does not look loss-making in the month you paid. The list still shows the entry on the expense date.
  • Araç maliyetine ekle (Add to vehicle cost): tick it for spending that extends a vehicle's life or adds value, such as an engine overhaul or LPG conversion. It is not counted as a period expense; in the Araç kârlılığı (Vehicle profitability) report it is depreciated over the vehicle's remaining holding period. Do not tick it for routine maintenance and repairs.
  • Raporlarda gider sayma (Do not count in reports, payment tracking only): use it for payments such as loan instalments. The entry appears in the list and under To pay but is not counted as an expense in reports; the cost of a vehicle bought on credit is reported through the purchase price entered in Fleet and its depreciation, so the same money is not deducted twice.
  • Expense groups: every category belongs to Araç giderleri (Vehicle costs), Operasyon giderleri (Operating costs) or Genel yönetim (General administration). Change the group in Form options; the groups appear on the Period expenses card and in the profit bridge in reports.

Recharge an expense to the customer

Link an expense the customer should pay, such as a traffic fine, bridge or motorway toll, damage repair or fuel difference, to a rental with Müşteriye yansıt (Recharge to customer) in the row menu. The window suggests the reservation during which the vehicle was on rent on the expense date; you can search for another one by number or customer name. There are three options:

  • Rezervasyona ek ücret olarak ekle (Add as an extra charge): an extra charge for this amount is added to the reservation; its total and open balance increase, and collection is tracked on the reservation.
  • Sonra yansıtacağım (I'll recharge later): the expense is marked as to be recharged.
  • Yansıtılmayacak (Not recharged): the expense leaves this tracking.

Removing the recharge link does not delete the extra charge on the reservation; remove it from the reservation's finance section if needed.

Recurring payments

Düzenli ödeme ekle (Add recurring payment) first asks for the type (Kira rent, Maaş salary, Sigorta / kasko insurance, Kredi / leasing loan or lease, Abonelik subscription, Diğer other); the type prepares the category, frequency and defaults. Then enter the name, amount, vehicle or general, frequency and first payment date. The end can be Süresiz (No end), Taksit sayısı (Number of instalments) or Bitiş tarihi (End date); after the last instalment the recurring payment closes itself. If you select several vehicles (or Tüm aktif araçlar, all active vehicles) for a new payment, a separate recurring payment is created for each vehicle.

Each payment that falls due is recorded as an expense automatically overnight. With Ödenecekler listesine düşsün (Add to the To pay list) on, as for rent and salaries, the expense is created as unpaid with the expense date as its due date. Complete the final amount, receipt and payment details with Gerçekleşen gideri düzenle (Edit actual expense); future due dates are managed with Düzenli ödemeyi aç (Open recurring payment), and your changes do not affect past entries. The top of the list shows the monthly fixed-cost load and the next payment.

Maintenance costs

A positive cost entered on the Maintenance page is added to Expenses automatically as a Bakımdan (From maintenance) entry, so you never enter it twice. It cannot be edited from Expenses; clicking the row opens the maintenance record. Marking paid or unpaid and recharging to the customer also work for these entries.