How to manage your expenses?
The Expense Management system streamlines expense recording, tracking, and management within your organization's
financial workflow.
Core Workflows
Creating Expenses
Access the expense creation interface through:
- Navigate to Purchase > Expense tab
- Click "Add Expense" button in top right corner
- Complete required information in the form
Required Fields
- Date: Transaction date for expense record
- Expense Account: Categorizes the expense type
- Amount: Total expense value
- Paid Through: Payment method or account used
Optional Fields
- Tax: Associated tax amount
- Vendor: Entity receiving payment
- Reference#: External tracking number
- Note: Additional context
- Customer: Associated client
- Billable: Toggle for client billing
- Mark up: Percentage added for billable expenses
Document Management
- Upload receipts up to 5MB
- Supported through drag-and-drop or file selection
- Multiple files allowed per expense
Managing Existing Expenses
Viewing Options
- List view shows date, account, amount
- Detailed view displays full expense information
- Filter and search capabilities for quick access
Available Actions
- Edit: Modify existing expense details
- Clone: Create duplicate with same information
- Delete: Remove expense record
- Attach: Add supporting documentation
Status Management
Expenses progress through:
1. Draft: Initial creation state
2. Submitted: Ready for review
3. Approved: Validated for payment
4. Paid: Transaction complete
5. Rejected: Requires revision
Troubleshooting
Common Issues
- Missing Required Fields: Ensure all mandatory fields are complete
- Format Errors: Verify numerical values follow system format
- Upload Issues: Check file size and format restrictions
- Save Failures: Confirm network connectivity
Best Practices
- Document expenses immediately
- Attach all relevant receipts
- Use consistent categorization
- Review entries before submission
- Maintain accurate customer associations for billable expenses
Advanced Features
- Batch processing for multiple expenses
- Custom field configurations
- Automated tax calculations
- Expense report generation
- Audit trail tracking
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