The Button Bar displays status filter buttons that correspond to the expense approval workflow. Each button shows expenses at a specific stage in the processing pipeline.

Accounting Status:

Quick search and filter options for locating specific expense records.

The list view displays key information for each expense record in columnar format.

The Advanced Filter provides detailed search criteria for expenses, allowing you to filter by multiple fields simultaneously.

Advanced Filter buttons:

• Favorite — save the current filter criteria as a reusable favorite
• Clear — reset all filter fields
• Narrow — apply the criteria as an additional filter within the current results
• Exclude — remove records matching the criteria from the results
• Extend — add records matching the criteria to the current results
• Search — run the filter and display matching expenses

Actions available from the list view for managing expenses, including batch operations and accounting functions.

The Edit Expense card displays all fields for entering and managing expense details.

Actions available from the selected expense view for document management and record operations.

Configured in Settings → Users / Access.

Creating an expense record captures field purchases, receipts, and transactions for tracking and job costing purposes.

1. Navigate to Procurement → Expenses
2. Click the New button or the green "+" icon
3. Select the Vendor where the purchase was made, or input the Vendor manually — Vendors are not required to be linked to Expense records
4. Enter the Amount
5. Select the Bank Account / Credit Card used for payment
6. Enter the Purchase Date — this should be the date of the purchase, not the date the expense is entered
7. Select the Expense Account for syncing to QuickBooks or journal entry creation in TRUE Accounting
8. Choose a Category to classify the expense
9. If applicable, link to a Job, Contract, Facility, or Division for job costing — select the blue Job Costing text to input and/or modify the job costing breakdown
10. Category, Description, Class, Notes, and Buyer are not required but are available for selection
11. Click Done to save

The expense record also supports New File and Email Capture for attaching documentation.

Receipts and supporting documents can be attached to expense records for documentation and audit purposes.

1. Select the expense from the list view
2. Click New File in the actions area
3. Upload your receipt image or PDF
4. Add a description if needed
5. Click Save to attach the file

When an employee makes a purchase with personal funds that needs to be reimbursed, you can flag the expense for reimbursement tracking.

1. Open the expense record
2. Check the Reimbursement checkbox
3. Select the Buyer (the employee who made the purchase)
4. Click Done to save

You can filter for reimbursable expenses using the Reimbursement checkbox in the Advanced Filter.

Expenses can be allocated to Jobs, Contracts, Facilities, or Divisions for accurate project cost tracking. Understanding the committed vs. actual cost flow is important for job costing accuracy.

1. From the selected expense, locate the blue Job Costing text above the Job/Contract/Facility/Division field
2. Select the blue Job Costing text to open the job costing allocation
3. Click the + icon to create a job costing line item linking to a Job, Contract, Facility, or Division

Cost Flow:

• Creating the Expense: When you create an expense linked to a Job or Contract, it becomes a committed job costing expense by default
• Paying the Bill: The Job Costing at the Bill level reflects Invoiced/actual costs

Expenses flow through several status stages as they move through the approval and accounting workflow.

Use the Remove Approval option under Accounting Status to undo approval for journal entry creation on one or multiple expenses.

Reconciliation connects individual expense records to credit card bills for accurate tracking and prevents duplicate entries.

1. Use the filter buttons to view expenses for a specific Bank Account / Credit Card
2. Use Batch Select to select multiple expenses
3. Click Reconcile from the actions menu
4. Match expenses to the corresponding credit card Bill

You can filter for reconciled or not reconciled expenses using the checkboxes in the Advanced Filter.

Journal entries can be created from approved expenses to record the transactions in your accounting system.

1. Select the expense(s) to process
2. Click Accounting from the actions menu
3. Select Create Journal Entries
4. Review the journal entry details
5. Confirm to create the entry

The expense status will update to Posted once the journal entry is created.

Expenses are records already purchased, whereas Bills require payment.

Access to the Expenses module is controlled by user permissions. If you cannot see or access this module:

1. Contact your system administrator
2. Request the Expenses (Field Purchases) permission (ID #294)
3. Once granted, you'll find the module in Procurement → Expenses

The ability to delete expenses requires a specific security permission. If you cannot delete expenses:

1. Contact your system administrator
2. Request the Delete Expenses permission (ID #297)
3. This permission is found in the Expenses section of user access settings

Alert notifications are controlled by user permissions. To enable expense alerts:

1. Navigate to Settings → Users / Access
2. Select the user who should receive alerts
3. Go to the Access tab
4. Find the Expenses section
5. Enable Alert when Expenses (Field Purchases) are Created (ID #585)

Expense categories are configured in the Categories module and help classify expenses for reporting and analysis.

1. Navigate to Settings → Categories
2. Locate the Expenses category type
3. Click New to add a category
4. Enter the category name (e.g., "Office Supplies", "Travel", "Equipment")
5. Click Save

Categories will then be available in the expense Category dropdown when creating or editing expenses.

Beyond module access and delete permissions, these additional security permissions control expense creation and record editing: