How to record income and expenses in ApiNote

1. Open “Finances” and choose the entry type

Open the side menu and tap “Finances”. From the overview, choose “Add income” for money received or expected, or “Add expense” for a cost.

For example, a honey sale belongs under income; a purchase of jars belongs under expenses. Enter a positive amount in either case. The income or expense type determines which side of the overview the transaction belongs to.

2. Fill in the amount, description and category

Enter the amount and a description you will recognise later, such as “Honey sale at the farm gate”. Choose the category that fits the transaction, then check its date and currency.

For income, available categories include “Honey sales” and “Queens, nucs and colonies”. Expense categories include “Feed, sugar and supplements” and “Jars, packaging and labels”. If you choose an “Other” category, also enter a custom category name.

Amount, description and category are required. A blank description, zero amount or missing custom-category name will stop the entry from being saved.

3. Set “Paid” or “Planned”

Choose the payment method and check “Status”. Use “Paid” when the money has actually been received or paid out. Use “Planned” for an expected transaction that has not yet been paid.

New entries start as paid, so change this deliberately when recording a future purchase or sale. Only paid transactions contribute to the overview totals and cash-flow figures. A planned entry is saved, but does not increase income or expenses in those totals.

4. Assign it to the right part of your operation

Under “Beekeeping context”, choose “General / entire operation”, “Apiary” or “Hive”. If you choose an apiary, select it; if you choose a hive, select its apiary and then the hive.

General is useful for costs shared across your operation. An apiary or hive assignment lets you find the transaction in the corresponding apiary-level view. You can also add document details, such as the customer or supplier, receipt number and a note, when useful.

5. Save the transaction and check it

Tap “Save transaction”, then open “Transactions” to find the entry. Open an existing transaction if you need to correct its details or change a planned entry to paid after payment.

Return to “Overview” and check the year, currency and apiary filters. The summary groups recorded income and expenses and shows the net result. Scroll down for the category breakdown.

If your totals have not changed

Check the saved transaction before adding it again. These are the first things to verify:

• Status: a planned transaction is not included in paid totals.
• Year: the entry’s date must fall in the year selected on the dashboard.
• Currency: totals include only the selected currency; other currencies are not automatically converted.
• Apiary: switch to “All apiaries” to check for an entry assigned elsewhere or recorded as general.