Recurring Expense — rules (schedule)

Menu: Expense Management → Recurring Expense

This screen manages recurring expense rules (scheduled costs): amount, frequency, start/end dates, payment method, supplier, and lifecycle (Active / Paused / Stopped). The header bar may show the path segment Expense/recurring-expense.

Everything is per restaurant — choose Restaurant first.

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Top filters

Control	Behaviour
Restaurant	Required. First restaurant may be auto-selected when the page loads.
Status	All, Active, Paused, or Stopped (derived from rule state — see below).
Frequency	All, Daily, Weekly, Biweekly, Monthly, Quarterly, Yearly.
Refresh	Reloads rules; tooltip references recurring expenses. Disabled while loading or when no restaurant is selected.
Add Expense Rule	Opens create dialog — only if you may create recurring expenses; disabled without a restaurant.

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Status badges (how the app derives them)

For each rule:

Badge	Meaning
Active	Rule is active and has no end date set yet (runs until ended manually or by stop flow).
Paused	Rule is inactive and no end date — paused without being fully stopped.
Stopped	Rule has an end date (scheduled end or stopped with a stop date).

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Table

Column	Meaning
Name	Rule name.
Category	Linked expense category name.
Amount	Numeric amount (two decimal places in the grid).
Frequency	One of: daily, weekly, biweekly, monthly, quarterly, yearly (shown capitalised from stored value).
Next Due	Next due date when provided by the API (next_due_date).
Status	Active / Paused / Stopped badge (see above).
Actions	View (eye). For rules not yet Stopped, a ⋯ menu appears if you may update: choices map to Resume, Pause, and Stop depending on current state (invalid transitions are disabled). While pause/resume/stop is running, actions may be disabled.

Stopped rows: status menu is hidden — you can still View.

Empty state: No recurring expenses found.

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How to create a recurring expense rule

1. Add Expense Rule → dialog title Create Expense Rule.
2. Before save on create only, a confirmation opens (Before You Create a Rule): it warns that for existing rules certain workflows rely on Resume / Pause / Stop — confirm Yes to proceed or No to stay on the form.

Basic Details

• Expense Name — required, max 150 characters.
• Expense Category — required (pick from categories for this restaurant).
• Supplier — optional (None or a supplier).
• Amount — required number > 0.

Recurrence Details

• Frequency — Daily, Weekly, Biweekly, Monthly, Quarterly, Yearly (default Monthly on new rule).
• Interval — repeat every N periods; must be ≥ 1 (default 1).
• Start Date — required; cannot be before today (calendar minimum is today).
• End Date (Optional) — if set, must be after start date; if omitted, the rule runs until you stop it manually. Helper lines on screen explain auto-stop vs manual stop.

Payment & Settings

• Payment Method — required for create (dropdown lists your payment methods); new rule defaults to first method when available.
• Active Status — toggle (Active Status switch).

Additional Notes

• Description — optional textarea.

Primary actions: Create Rule / Creating..., Cancel.

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How to edit a recurring expense rule

• Title: Edit Expense Rule.
• Same sections as create; validation applies (including start date not before today when changing dates).
• Only fields that changed are sent on update; if nothing changed, the dialog closes without an API update.

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How to view a recurring expense rule

• Title: View Expense Rule — all inputs read-only; Close only.

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Pause, Resume, Stop (from the table)

Requires Update on RECURRING EXPENSES.

Action	When available
Pause	Current lifecycle is Active.
Resume	Current lifecycle is Paused.
Stop	Rule is not already Stopped — opens Stop Expense Rule.

Stop Expense Rule dialog:

• Requires a Stop Date (date picker).
• Warning: once stopped, you cannot resume, pause, or stop again from this list for that rule.
• Stop Expense / Stopping... — destructive styling.

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Permissions (summary)

• Add Expense Rule: Create on RECURRING EXPENSES.
• Edit form / Pause–Resume–Stop: Update on RECURRING EXPENSES.
• View eye icon: typically anyone who can open the screen.