--- title: Receipts description: You must have the Vendor/Receipts permission enabled on your account to access and work with expenses. All CACFP receipts are tied to a specific claim month in order to provide a clear audit trail. Th --- [Skip to content](https://knowledge.kidkare.com/centers/receipts#main-content) ![New logo KK-09](https://knowledge.kidkare.com/hs-fs/hubfs/New%20logo%20KK-09.png?width=174&height=50&name=New%20logo%20KK-09.png) - [Customer Portal](https://support.kidkare.com/_hcms/mem/login) - [Access KidKare](https://app.kidkare.com/) - [Support & Releases](https://knowledge.kidkare.com/support-releases) - [Contact KidKare Support](https://knowledge.kidkare.com/support-releases/contact-our-support-team) Open main navigation Close main navigation - [Customer Portal](https://support.kidkare.com/_hcms/mem/login) - [Access KidKare](https://app.kidkare.com/) - [Support & Releases](https://knowledge.kidkare.com/support-releases) - [Contact KidKare Support](https://knowledge.kidkare.com/support-releases/contact-our-support-team) Hello. How can we help you? - There are no suggestions because the search field is empty. 1. [Centers and Center Sponsors](https://knowledge.kidkare.com/centers?hsLang=en) 2. [Centers](https://knowledge.kidkare.com/centers/centers?hsLang=en) 3. [Expenses](https://knowledge.kidkare.com/centers/centers?hsLang=en#expenses) # Receipts Table of Contents ## In This Article You must have the **Vendor/Receipts** permission enabled on your account to access and work with expenses. ### Claim Month & Receipts All CACFP receipts are tied to a specific **claim month** in order to provide a clear audit trail. This means, that whenever you record a receipt, you must select a **Claim Month**. This is set independently of the **Transaction Date**. This means that you can tie receipts dated between/close to the end of the current claim month to the following claim month—if those purchases apply. For example, Center ABC purchased food and CACFP supplies on July 31, 2025. Their purchases will be used in early August 2025 for August claims. When entering expenses, they would select the August 2025 claim month. ### Milk & Receipts On **May 8, 2026**, the USDA announced their [**Final Rule Expanding Fluid Milk Options in Child Nutrition Programs (CNPs)**](https://www.fns.usda.gov/cn/fr-050826). This rule allows whole and reduced-fat (2%) milk to be offered to participants ages two (2) and up in the CACFP, National School Lunch Program (NSLP), School Breakfast Program (SBP), and Special Milk Program (SMP). The rule goes into effect on **June 8, 2026**. If your sponsor has enabled expanded milk options you can record milk purchases for the following milk types for **transaction dates on or after 6/8/2026**: - Whole - Reduced-fat (2%) - Low-fat (1%) - Fat-Free (Skim) - Substitute If your sponsor has *not* enabled expanded milk options, you will only see options for Whole, 1%/Skim, and Substitute milks. **Note:** If you use Parachute to record expenses and/or scan receipts, you will have the same categorization options for milk that you do in Food Program. ### Understand Expenses Tracking expenses is an important part of any business. With KidKare, you can enter and track all of your food service receipts. This tool also lets you enter information about milk purchases so you can use the milk audit, as well as use reports to look at individual receipts or summaries of receipts. You should retain at least four years of expense records. #### **Vendors** Before you begin entering expenses, set up vendors on the Vendors page. For more information, see [**Manage Vendors**](https://knowledge.kidkare.com/centers/manage-vendors?hsLang=en). #### **Expense Entry Options** You can enter receipts using the following methods: - **Itemized Entry:** Enter each item on the receipt in detail. These entries include the item category, amount, quantity, total cost, and description (optional). - **Quick Entry:** Enter receipt items into category fields by dollar amount. The category fields calculate the total for the category by taking the sum of all numbers entered for the category. The running total is then compared to the receipt total. Check with your sponsor to see which method they want you to use. **Note:** KidKare will remember the last method you used to add receipts the next time you access Add Receipt. --- ### Enter Expenses #### Itemized Entry When you use itemized entry to add expenses, you enter each item on the receipt in detail. Itemized entries include the item category, amount, quantity, total cost, and an optional description. 1. From the menu to the left, click **Expenses**. 2. Click **Receipts**. The Receipts page opens. 3. Click **Add Receipt**. The Add Receipts page opens. 4. Click **Itemized Entry** at the top of the page.![](https://knowledge.kidkare.com/hs-fs/hubfs/image-png-Dec-19-2024-07-55-21-1040-PM.png?width=535&height=142&name=image-png-Dec-19-2024-07-55-21-1040-PM.png) 5. Click the **Claim Month** drop-down menu and select the claim month to which this receipt belongs. This field is required. 6. Complete the Expense Detail section. - The **Transaction** **Date**, **Vendor**, and **Receipt Total** boxes are required. - We recommend you also select a **Payment Method** and enter a **Description** for reporting purposes. 7. Complete the Receipt Details section. - Click the **Select a Category** drop-down menu and select the expense category. All expense categories *except* Unapproved count towards reimbursement for the food program. - Enter the item **quantity**. You can enter up to four (4) decimal places. This box defaults to 1. - If you selected a Milk category, you can use the Gallons Converter. 1. Click ![open-gallons-conv-3](https://knowledge.kidkare.com/hs-fs/hubfs/Knowledge%20Base%20Import/open-gallons-conv-3.png?width=20&height=40&name=open-gallons-conv-3.png) or type **+** (plus sign) in the quantity box. 2. Enter the number of pints, quarts, half-gallons, and/or ounces of milk you purchased. 3. Click **Save**. - Click the **$** box and enter the item's unit price. The system automatically multiplies the unit price by the quantity and provides a total. You cannot change the calculated total. - Click the **Description** box and enter a description for this line item. You can enter up to 255 characters. This box is optional. - Click ![add-expense-2](https://knowledge.kidkare.com/hs-fs/hubfs/Knowledge%20Base%20Import/add-expense-2.png?width=20&height=40&name=add-expense-2.png) to add another line. 8. Click **Save** in the top-right corner. You can also click **Save/Add Another** to save your entry and begin adding another one.![](https://knowledge.kidkare.com/hs-fs/hubfs/image-png-Dec-19-2024-07-57-48-2915-PM.png?width=535&height=232&name=image-png-Dec-19-2024-07-57-48-2915-PM.png) You cannot save your entry if the receipt and running total do not match. The receipt and running total must also both be greater than zero. You must also complete all required fields before saving. #### Quick Entry When you use Quick Entry to add expenses, you enter receipt items into category fields by dollar amount. The category fields calculate the total for the category by taking the sum of all numbers entered for the category. The running total is then compared to the receipt total. 1. From the menu to the left, click **Expenses**. 2. Click **Receipts**. The Receipts page opens. 3. Click **Add Receipt**. The Add Receipts page opens. 4. Click **Quick Entry** at the top of the page.![](https://knowledge.kidkare.com/hs-fs/hubfs/image-png-Dec-19-2024-07-58-30-8787-PM.png?width=535&height=246&name=image-png-Dec-19-2024-07-58-30-8787-PM.png) 5. Click the **Claim Month** drop-down menu and select the claim month to which this receipt belongs. This field is required. 6. Complete the Expense Detail section. - The **Transactio**n **Date**, **Vendor**, and **Receipt Total** boxes are required. - We recommend you also select a **Payment Method** and enter a **Description** for reporting purposes. 7. Enter your milk quantities in gallons. You can also use the Gallons Converter: 1. Click the **Gal** link next to the milk type, or type **+** (plus sign) in the milk quantity box. 2. Enter the number of pints, quarts, half-gallons, and/or ounces of milk you purchased. 3. Click **Save**. 8. Enter your expenses in the Expenses Items section. 1. Click the box next to the category to record, and enter the dollar amount. All expense categories *except* Unapproved count towards reimbursement for the food program. 2. Press **Tab** to enter multiple, separate dollar amounts in each category. 3. Click **X** next to a dollar amount to remove it. 4. Type **/** (forward slash) in a box to populate it with the remaining difference. 9. Click **Save** in the top-right corner. You can also click **Save/Add Another** to save your entry and begin adding another one.![](https://knowledge.kidkare.com/hs-fs/hubfs/image-png-Dec-19-2024-07-59-58-5720-PM.png?width=535&height=233&name=image-png-Dec-19-2024-07-59-58-5720-PM.png) You cannot save your entry if the receipt and running total do not match. The receipt and running total must also both be greater than zero. You must also complete all required fields before saving.   ---   View Expenses Your expenses are stored on the Receipts page. You can filter this page to view receipts for a specific time period. You can also further filter by date, vendor, invoice number, or description. 1. From the menu to the left, click **Expenses**. 2. Click **Receipts**. The Receipts page opens. 3. Click the drop-down menu at the top of the page and choose from the following: - Last 30 Days - Last 60 Days - Last 90 Days - Current Month - Previous Month - Custom Date 4. Use the **Date**, **Source**, **Vendor**, **Invoice #**, and **Description** boxes to further filter the information that displays. 5. Click each column to sort information in ascending or descending order.   --- ### Export Expenses You can export your expense entries to an Excel® spreadsheet (.XLSX). Before exporting, you can also apply filters to the table to include only those expense entries you need to view. 1. From the menu to the left, click **Expenses**. 2. Click **View Expenses**. 3. Set filters, as needed. 4. Click **Export**. Depending on your browser settings, the spreadsheet downloads automatically, or you are prompted to select a folder to which to download it.    --- ### Print Expenses You can export your expense entries to an Excel® spreadsheet (.XLSX). Before exporting, you can also apply filters to the table to include only those expense entries you need to view. 1. From the menu to the left, click **Expenses**. 2. Click **View Expenses**. 3. Set filters, as needed. 4. Click **Export**. 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