CherryMoney University Training: accounting, invoices, VAT, expenses and AI finance workflows
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Module 6

Expenses, Purchases, Receipts And Data Intake

Capture expense and purchase records through manual entry, receipt capture, CSV import and review controls.

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Learning Goals

By the end of this module, learners should be able to complete the workflow in CherryMoney and explain the accounting reason behind each important step.

  • Enter manual expenses with amount, date, supplier and category.
  • Use receipt or OCR-assisted capture where enabled.
  • Import CSV expense data and review duplicates.
  • Capture mileage, fixed assets, grant tags, project tags and restricted fund fields.

Lesson Plan

Use these lesson blocks for lecture delivery, live demo and class discussion.

Minimal expense capture

The essential fields are amount, date, supplier and category. Extra fields depend on VAT, payroll, charity and asset requirements.

Duplicate detection

Duplicate warnings help prevent repeated receipts and repeated imports from overstating expenses.

CSV import

CSV import is the baseline data intake path before open banking or bank feed integrations.

Step-By-Step Lab

This is the student-facing sequence for the practical class. Complete the steps in order, then capture the evidence listed below.

  1. Open the expense or purchase entry area and create a manual expense.
  2. Enter amount, date, supplier and category, then add VAT or notes where needed.
  3. Upload the sample CSV and map the columns to CherryMoney fields.
  4. Review duplicate warnings and decide which rows to keep or ignore.
  5. Add one mileage record and one fixed asset record.
  6. For the VCSE scenario, add grant, project, donor or restricted fund tags.
  7. Export the expense report for the practice period.

Classroom Run Sheet

Use this structure to teach the module in a repeatable classroom or lab session.

Explain
Explain this module Introduce the accounting concept first: customer, invoice, VAT, expense, fund, role or audit trail.
Demonstrate
Demonstrate this module Trainer performs the workflow once in CherryMoney using a projected simulator account.
Practise
Practise this module Students complete the same workflow in their own VM tenant using seeded records.
Review
Review this module Students compare system outputs with expected accounting treatment and discuss errors.
Evidence
Evidence this module Students submit screenshots, exports, PDFs or short explanations for assessment.

Simulator Practice

These are the VM practice tasks for this module. They are written as student-facing tasks and can later be wired into a guided simulator checklist.

Practice Brief

  1. Manually enter five expenses across different categories.
  2. Upload a CSV with ten expense records and resolve duplicate warnings.
  3. Capture one mileage claim and one fixed-asset purchase.
  4. Tag one charity expense to a restricted fund and project.

Knowledge Check

Use these questions for in-class review, a short quiz or a reflective workbook entry. Answers are hidden by default — open each one to check your work.

  1. Q1 What are the minimum fields needed to capture an expense? Answer

    Amount, date, supplier and category — everything else, such as VAT, mileage, fixed-asset or fund tags, is added depending on the scenario.

  2. Q2 How does duplicate detection protect reports? Answer

    It flags repeated receipts or repeated CSV import rows before they overstate expenses.

  3. Q3 When should a project or restricted fund tag be added? Answer

    When the expense belongs to a charity or VCSE scenario, so it can be traced back to the grant or restricted fund it is allowed to be spent from.

Assessment And Evidence

Students should submit proof that the workflow was completed and a short explanation of the decisions made.

Student Evidence

  • Submit an expense report for the practice period.
  • Explain how duplicate detection protects the accounts.

Trainer Notes

  • Seed the CSV with one intentional duplicate.
  • Use a receipt sample with unclear supplier name for review practice.

Continue The Course

Move through the modules in order for a complete accounting, invoicing, compliance and AI finance workflow.

Module 4 2 hours

Clients, Products, Services And Templates

Build the master records that make invoice and quote creation accurate and fast.
Module 5 4 hours

Quotes, Invoices, Cherry Pay And Getting Paid

Run the full sales cycle from quote to invoice, preview, payment request, payment tracking and correction, including Cherry Pay options where enabled.
Module 7 3 hours

AI-Assisted Bookkeeping And Review

Use AI suggestions to classify records while keeping review, correction and audit controls.
Module 8 4 hours

VAT, Cherry Tax And Compliance Checks

Prepare VAT reviews, inspect Cherry Tax calculation inputs, understand current MTD/HMRC boundaries and use compliance prompts.