Expenses

List of paragraphs:

• Expenses list
• Creating expenses
• Reviewing expenses
• Creating related entries
• Editing an deleting
• Expenses confirmation functionality
• Restricting expenses editing
• Record expenses payment

In module Expenses you can register experienced expenses. You can categorize expenses by type and you can also change the status of expenses.

Expenses list

To see expenses list, use module Expenses. Switch to see expenses according to category:

To find specific expenses, use Search or filters:

Creating expenses

1. To create new expenses, select New record.

2. Mandatory fields are marked with a star symbol, fill the necessary information fields and save.

3. Expenses can also be detailed - click on the Expenses in detail button.

4. Add items and save changes.

Reviewing expenses

To review expenses, go to the list and press on expense name or ID. 

2. You can see all related entries in the expense card.

Creating related entries

1. To create a related entry, first select which type of it you need, for example task. Go to Task tab and select New task.

2. Describe the new task and save.

3. The new task will be seen both in the expense card and in the list in Task module.

Editing and deleting

To edit expenses, use Actions menu.

You can also edit or delete expenses when viewing the expense card and using Actions button.

To change status, press on status.

Expenses confirmation functionality

The system allows you to enable the expenses confirmation function that helps to monitor the expenses more effectively.

1. First, go to Setup - Settings - Finance - Expenses - Expenses confirmation functionality - select Yes and save changes to enable the setting.

2. When the setting is on, a new additional status will be added to the list - Pending.
3. Select which of the expenses categories will require confirmation. Go to Setup - Finance - Expenses categories - edit or create a new record and select one of the following options:

• Confirmation is not required - this is the default option, it does not need any confirmation;
• Confirmation is optional - when creating new expenses, you will see a new field Required confirmation. If selected, only then the system will require confirmation;
• Confirmation is required when amount is more or equal - specify the amount for when the expenses amount is more or equal to it, the expenses confirmation will be mandatory.
• Confirmation is required - the confirmation is mandatory without any conditions.

When either one of the options is selected, the system will display a new field Responsible user - specify which of the system user will be responsible to confirm expenses.

4. When creating new or reviewing expenses, you will see responsible user information but only the responsible user will be allowed to make changes with confirmation.

• If responsible user cancels expenses - the expenses status will change to Cancelled;
• If responsible user confirms expenses - the expenses status will change to Approved.

Restricting expenses editing

You can add the restriction for the system users to edit the expenses when selected status is changed.

1. First, go to Setup - Settings - Finance - Expenses and specify the expenses status. When the status is changed into the selected value, the editing permission will be restricted to all the system users.

2. You can also specify the users who will not lose the permission to edit the expenses records even with the enabled setting and save changes.

Record expenses payment

You can record payments for expenses.

1. To make a payment record, it is needed to add invoice items.

2. Select the Actions button - Record Payment.