Managing Expenses

The Expenses module allows you to comprehensively track, record, and manage all your company's outgoing payments. You can easily filter through historical data, add new expenses manually, pull expenses automatically from your Point of Sale (POS) system, and manage detailed records including digital receipts and approval histories.

1. Navigating the Expenses Dashboard

When you open the Expenses window, you are presented with a detailed grid of all recorded expenses. You can easily find specific records using the robust filtering options at the top of the page.

**[Image: Main Expenses dashboard showing the data grid and top filtering options]**

• Entries Display: Choose how many records to show per page (e.g., 10, 25, 50).
• Branch Filter: Filter expenses by a specific company branch (e.g., Abu Dhabi).
• Status Filter: Filter records by their current status, such as "All" or "Approved".
• Expense Type Filter: Narrow down results by the designated expense type.
• Search & Calendar: Use the search bar to find specific keywords, or filter records by specific dates and calendar periods.

The main data grid provides a quick overview of each record, displaying the following columns:

• Expense Type
• Voucher Number
• Date
• Branch
• Pay Account
• Party A/C
• Currency
• Total Amount
• Remark
• Status

2. Creating a New Expense

There are two ways an expense can be added to the system:

1. Automatically via POS: If a transaction is processed directly through the Point of Sale (POS) system as an expense, it will automatically populate in this Expenses module.
2. Manually via the Dashboard: You can manually create an expense record directly from this screen.

Steps to Manually Add an Expense:

1. Click the blue + Add New button located in the top right corner of the dashboard.
2. In the new Expense window, fill out the primary details in the top section:
   • Voucher: The voucher number for the transaction.
   • Branch: Select the applicable branch.
   • Pay Account: Specify the account the payment is coming from (e.g., Cash Account, Credit).
   • Currency: Set the applicable currency (e.g., AED).
   • Date: The current date of the transaction.
   • Paid By: The name of the person issuing the payment.
   • Under: The financial category (e.g., Creditors).
   • Party A/c: The receiving party (e.g., Direct Pay).
   • Bill Date, Bill No, & Order No: Enter matching invoice or order details if applicable.
   • Remark: Add any necessary notes or comments.
   • Expense Type: Select the applicable radio button (e.g., Type 1, Type 2).
3. In the Accounts tab grid below, add your specific line items:
   • Select the Expense Account Name.
   • Add a Description, Amount, and any applicable Tax. The Total Tax and overall Total will calculate automatically.
4. Review the final Sub Total, apply any Discount/Adjustments if needed, and verify the Total at the bottom of the form.
5. Click the Save button at the bottom to finalize the new expense.

**[Image: The "Add New Expense" form showing all required fields and line item grid]**

3. Viewing and Managing Expense Details

To view the full details of any existing expense, simply double-click on its row in the main grid. This opens the Expense Details panel.

**[Image: Expense Details view showing the top action buttons and data tabs]**

Across the top of the details view, you have access to quick action buttons:

• Print: Generate a printable version of the expense record.
• Delete: Remove the expense record from the system completely.
• Export to Zoho Purchase: If your system is integrated with Zoho, you can click this to push the record directly to Zoho.

The details view is divided into several helpful tabs:

• Details: Shows a summary of the accounts, payment methods, dates, and amounts.
• Journal Entry: Displays the background accounting journal entry generated by this expense.
• Notes & History: A highly useful audit log showing who approved the expense, status changes, and any notes added during its lifecycle.
• Attachments: Manage files related to this expense (detailed below).

4. Adding Attachments

To keep physical records properly documented (such as scanned bills, receipts, or invoices), you can attach files directly to the expense record.

1. Open an expense by double-clicking it.
2. Navigate to the Attachments tab.
3. Drag and drop your file into the designated upload area, or click the box to browse your computer for the file.

5. Editing an Existing Expense

If you need to make changes to an expense after it has been created:

1. Double-click the expense from the main grid to open it.
2. Click the Edit button in the top right corner of the details screen.
3. The original expense form will open. You can add new line items, remove existing ones, or update fields like amounts and accounts.
4. Once your corrections are made, click the Edit / Update button at the bottom of the form to save the changes back to the system.

**[Image: The Edit Expense form showing fields available for updating]**