The Expenses module allows users to enter, track, and manage various expenses within the system. It provides a comprehensive view of all expenses, their status, and associated details.
List View
The list view displays all expense records, providing an overview of key information for each expense.
Button Actions
At the top of the list view, Button Actions are displayed for different expense states:
New
Displays all new expense records that have not yet been processed.
Approved
Displays all expense records that have been marked as approved.
Processed
Displays all expense records that have been marked as Processed.
Ready to Post
Display all expense records that have been approved to be posted/synced.
Posted
Displays all expense records that have already been posted to a Journal Entry.
Search and Filter Options
Quick Search
A search bar for quickly finding specific expenses.
Clear
Clears any applied filters.
Advanced Filter
Opens the advanced filter options.
Columns
The list view includes the following columns:
STATUS
The current status of the expense. As an expense is processed, the status will update accordingly.
DATE
The date of the expense.
VENDOR
The vendor or payee associated with the expense.
CATEGORY
The category of the expense. Customizable, modifiable within the Categories module.
AMOUNT
The total amount of the expense.
ACCOUNTING
The accounting status of the expense record.
Additional Features
Batch select
Allows for bulk selection of expenses
Archive
Archive the selected expense records. This removes the expense record from the active list.
Reconcile
Perform a reconciliation with the expense and any associated bills.
Accounting
Perform accounting related functions such as approving the record for sync, removing approval, marking as historical or create journal entries.
New
Button to create a new expense record
Total Records
Displays the number of expense records
Total Amount
Sum of all expenses displayed
Advanced Filter
The Advanced Filter provides detailed search criteria for expenses:
Status
Filter by the expense status.
Bank Account / Credit Card:
Filter by the payment method.
Purchase Date
Filter by the date of purchase.
Expense Account
Filter by the specific expense account.
Vendor
Filter by the vendor name.
Tax Type
Filter by the type of tax applied.
Category
Filter by expense category.
Description
Search by expense description.
Amount
Filter by expense amount.
Internal ID
Search by internal identification number.
Accounting
Filter by accounting status.
Buyer
Filter by the person who made the purchase.
Job / Contract / Facility / Division
Filter by associated project or department.
Archive:
Filter archived expense records.
Reimbursement
Filter expenses that have been marked as a reimbursement.
Tax Paid
Filter expense records that tax has been paid.
Reconciled
Filter expense records that have already been reconciled.
Not reconciled
Filter expense records that have not yet been reconciled.
Selected View
When an individual expense is selected, a detailed view is presented with the following fields:
Edit Expense
Displays the expense ID and current status.
Vendor
The name of the vendor.
Amount
The total expense amount.
Bank Account / Credit Card
The payment method used.
ID
The unique identifier for the expense.
Job / Contract / Facility / Division / Vehicle
The associated project or asset.
Purchase Date
The date of the purchase.
Expense Account
The account to which the expense is charged.
Category
The expense category.
Description
A brief description of the expense.
Class
For classifying the expense (if applicable).
Tax Type:
The type of tax applied.
Tax Rate
The applicable tax rate.
Buyer
The person who made the purchase.
Notes
Additional information about the expense.
Archive
Option to archive the expense.
Reimbursement
Checkbox to mark if the expense is for reimbursement.
