Finance → Expenses lists every expense recorded for the vessel, newest first. The list is paged and sorted on the server, so sorting a column or turning a page re-reads the whole data set rather than just the rows on screen.
The columns are Name, Description, Date, Purchased by, Amount (in the currency the expense was paid in), Amount (vessel), Vendor, Category, Account, Verified and the row actions.
Choosing columns and page size
The footer under the list shows which page you are on (Page 1 of 4), a picker for how many expenses to show per page — 10 per page, 20 per page, 50 per page or 100 per page — and a columns button (tooltip Show or hide columns). The columns button opens a list of tick boxes, one per column: Description, Date, Purchased by, Amount, Amount (vessel), Vendor, Category, Account and Verified. Untick a column to hide it, tick it again to bring it back. Name and the row actions cannot be hidden.
Your choice of columns is remembered in your browser, so the list comes back the same way the next time you open it on that computer. It is not shared with other people or other devices. The footer stays visible even when filters leave the list empty, so a hidden column can always be brought back. On a phone, where expenses are shown as cards, the same columns button sits above the cards and decides which fields a card shows.
Filtering
The Filter button opens a panel; the button shows how many filters are active. It holds:
- A search box over the name, amount and currency.
- STATUS — All, Verified or Unverified.
- Checklists for PURCHASED BY, VENDOR, ACCOUNT and CATEGORY. A second search box narrows the options themselves. Only categories actually used by expenses appear.
- An AMOUNT slider over the vessel-currency total, spanning zero to the largest expense on the vessel.
The panel's reset control clears everything at once.
Verifying an expense
Verified is the review step: it records that someone on the management side has checked the expense against its invoice. It is not an approval gate — an unverified expense is still counted in balances, budgets and charts exactly like a verified one.
Only people with a management profile (Management Admin or Management User) can change it. Everyone else sees the tick box but cannot use it. Tick or untick the box directly in the list to change it there and then. Inside the expense's own modal the tick box is applied when you save. Every change is recorded in the expense's history log.
Hiding an expense from crew
Management users and the captain can mark an individual expense with Hide from crew when creating or editing it. Expenses marked Hide from crew carry a hidden-from-crew indicator for management and the captain, while crew members with finance view permission do not see those expenses in the expense list at all (and see only a combined Hidden expenses total on the account page).
Editing an expense
Clicking a row, or the Edit action, opens Edit expense. It shows the same fields as when the expense was created (including Hide from crew for management users and the captain), plus:
- The Verified tick box.
- Attached file — when an invoice was uploaded, with Download and, for file types the browser can display, Open in new window and an inline preview.
- History log — who created the expense, who edited it and who changed its verified state.
Changing the fields needs Edit Expenses; without it the form is read-only but the file and the history are still visible. Changing the amount, or moving the expense to a different account, recalculates the balances involved.
Nauticare checks that the vendor belongs to this vessel and that the subcategory really is a subcategory of the chosen category before saving.
Downloading an invoice
The Download Invoice action on a row fetches the file. Where no invoice was uploaded the action reads Invoice not uploaded and is disabled.
Deleting an expense
Delete needs Delete Expenses. Deleting removes the expense's invoice file as well and puts its amount back into the account's balance. Expenses can also be deleted from an account's own transaction list.