> ## Documentation Index
> Fetch the complete documentation index at: https://help.kwentra.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Manage Item Expense Accounts

> A dedicated Item Expense Accounts screen in Settings to create, search, edit, and delete expense account mappings, with bulk actions and Consumption items included.

Create, search, edit, and delete item expense account mappings from one dedicated Settings screen.

<video autoPlay muted playsInline controls className="w-full rounded-md" src="https://mintcdn.com/kwentra/jAf9vcjUo4AHCTDr/images/front-office/front-office-settings/back-office/manage-item-expense-accounts/manage-item-expense-accounts-walkthrough.mp4?fit=max&auto=format&n=jAf9vcjUo4AHCTDr&q=85&s=6792373599fbdf910370d1266a0282e7" data-path="images/front-office/front-office-settings/back-office/manage-item-expense-accounts/manage-item-expense-accounts-walkthrough.mp4" />

### **Business Value**

* Fix a single mapping without re-running the whole bulk flow.
* Speeds up setup with bulk create, bulk edit, and bulk delete.
* Includes Consumption items that the old screen could never select.
* Prevents duplicate mappings on every create and edit.
* Search, filter, sort, and paginate large configuration lists.

### **Use Cases**

* Cost controller corrects one wrong expense account directly from the listing.
* Finance manager maps a consumption item to its expense account for the first time.
* Cost control head reassigns the expense account for many items in one bulk edit.

### **How It Works**

| **Where:** Settings → Item Expense Accounts |
| - |

The Item Expense Accounts screen replaces the older POS configuration screen at **POS → Settings → Item Expense Accounts**. It has two areas: a **Configurations listing** and a **Create / Bulk-configure** flow.

A configuration is identified by its **item + store + usage department**. That combination must be unique. The expense account is not part of the key — it is the value you assign to that combination.

| **Note:** On this screen, **Account Family** is the **Usage Department** dimension. |
| - |

#### **Browse the Configurations Listing**

* The listing shows every existing mapping: item #, description, store, usage department, and expense account.
* Filter by item number, description, store, usage department, or expense account.
* Sort columns to work through large sets.
* Results are paginated at **20 rows per page**, with first / previous / next / last navigation.

#### **Create Mappings in Bulk**

* Filter items by Item Family, Category, Group, or Item, then select the ones you want.
* Matching items are **grouped by item group**, under a header row for each group. The table also shows **Item Category** and **Item Family** columns.
* Use a group header checkbox to select or clear that whole group, or the top header checkbox to select or clear every matching item. A group header shows a partial state when only some of its items are selected.
* Choose one or more **Stores**, one or more **Usage Departments**, and a single **Expense Account**.
* Before you save, the screen previews how many mappings will be created — one row per item × store × usage department.
* **Consumption items are selectable.** The old screen excluded them, so consumption items could never be mapped.

| **Note:** If any resulting item × store × usage department combination already exists, the whole save is blocked and no mappings are created. The create flow never overwrites an existing configuration — edit it from the listing instead. |
| - |

#### **Edit a Single Mapping**

* Open a configuration from the listing to change its **Store**, **Usage Department**, or **Expense Account**.
* The item itself is fixed on an existing mapping.
* If your change would duplicate another existing mapping, it is rejected with a validation and nothing is saved.

#### **Bulk Edit and Bulk Delete**

* Select multiple rows in the listing, then either bulk-edit them or bulk-delete them through a confirmation dialog.
* **Bulk edit** reassigns the **Expense Account**, and optionally the **Store** and **Usage Department**.
* If any selected row's change would duplicate an existing mapping, the entire update is stopped and the offending rows are reported. **No rows are changed** — fix the reported rows and re-apply.

#### **Import and Export**

* Import and export both live behind a single **Import/Export** entry point.
* Export your configurations, edit them in a sheet, and import them back for round-trip editing. See [Import Item Expense Accounts](/point-of-sale/point-of-sale-settings/import-item-expense-accounts).

#### **Permissions**

The screen adds **edit** and **delete** permissions that the previous screen never had. Four permissions now control it:

| Permission | Controls |
| - | - |
| View Item Expense Account Configuration | Access to the listing |
| Add Item Expense Account Configuration | The create / bulk-configure flow |
| Change Item Expense Account Configuration | Single edit and bulk edit |
| Delete Item Expense Account Configuration | Single delete and bulk delete |

All four are granted to **Administrator**, **Chief Acc**, **Cost Control Head**, **Financial controller**, and **Financial Manager**. Other roles that previously held add and view keep those two.


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