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.

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.

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
3. Select the Vendor where the purchase was made
4. Enter the Amount
5. Select the Bank Account / Credit Card used for payment
6. Enter the Purchase Date
7. Select the Expense Account for GL posting
8. Choose a Category to classify the expense
9. If applicable, link to a Job, Contract, Facility, or Division for job costing
10. Click Done to save

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.

Cost Flow:

• Creating the Expense: When you create an expense linked to a Job or Contract, it becomes a committed job costing expense
• Adding to a Bill: When the expense is added to a credit card Bill, the committed cost remains
• Paying the Bill: When the Bill is paid, the expense becomes an actual job costing expense

Linking expenses to Jobs or Contracts ensures costs are tracked against the correct project for accurate financial reporting.

1. Open the expense record
2. Locate the Job / Contract / Facility / Division / Vehicle field
3. Search and select the appropriate Job or Contract
4. If required, select the Cost Code for detailed tracking
5. Click Done to save

This creates a committed cost that will show on the Job's financial reports until the associated Bill is paid.

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

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.

Each expense can be linked to a specific bank account or credit card for easy tracking and reconciliation.

1. When creating an expense, select the Bank Account / Credit Card from the dropdown
2. Use the Advanced Filter to filter by specific payment method
3. Match expenses to credit card statements during reconciliation

Expenses and Bills work together for complete credit card tracking. Understanding this relationship helps ensure accurate accounting.

Expense Record:

• Individual purchase or transaction
• Can be linked to Jobs/Contracts for job costing
• Creates committed costs when job costed

Bill Record:

• Represents the credit card statement or vendor invoice
• Can contain multiple expenses
• When paid, converts committed costs to actual costs

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: