TamilAccounting

New Purchase Expenses

A Purchase Expense records a cost that has no stock behind it — rent, travel, utilities, professional fees. It charges the cost straight to a ledger account, claims any input tax, and either pays it immediately from a bank account or leaves it as a liability to settle later.

Where to find it

Go to Purchases > Expenses > New Expense. Use it whenever nothing physical enters your warehouse; for goods, use a purchase invoice instead.

Before you start

The expense categories you need must exist. See Expenses Category Settings.
The paying bank or cash account must be set up, if you are settling immediately.
The accounting period must be open for the expense date.
You need the SA_EXPENSE permission.

Header field reference

Field	Required	Description
Expense No	No	The identification number printed on the vendor's receipt or invoice. Recording it is what lets you tie your digital record back to the paper document if a discrepancy comes up at tax filing.
Date	Yes	The date the cost was incurred. Must fall in an open accounting period.
Supplier	No	The vendor the cost is with, where you want it tracked against their account.
Reference	Yes	Your unique identifier for this document type.
Due Date	No	When payment falls due, for expenses left on credit.
Bank Account	No	The account paying the expense. See Bank Account and payment below.
Workorder	No	Links the cost to a production job, so job costing picks it up.
Select a Project	No	Assigns the cost to a project budget for project-wise expense tracking.

Tax Included (Toggle)

Setting	Effect
Yes	The amount entered is the final cost including tax.
No	Tax is calculated and added on top of the amount entered.

Bank Account and payment

The Bank Account field decides whether the expense is paid now or owed.

Choice	Effect
An account is selected	Payment is processed automatically, updating the account balance immediately and marking the expense paid.
Left empty	The expense is recorded as a credit purchase, sitting in Accounts Payable until you settle it.

Expense Items (Line Details)

Column	Description
Expense Category	The ledger account the cost is charged to, from your Chart of Accounts — Travel, Rent, Utilities and so on. Use the `+` icon to add a category without leaving the form.
Counter Item	Where the cost needs recharging to a customer or linking to an internal tracking item, select it here.
Tax Type	The tax treatment for the line, which determines what input tax you can reclaim.
Amount	The value of the cost.
Memo	What the charge is for. This text carries onto the ledger line.

The Expense Category is what determines where the cost lands in your profit and loss. Getting it right at entry saves reclassifying journals at year end.

Total Details & Adjustments

Field	Description
Sub-total	The sum of all expense lines before discounts or rounding.
Discount	A percentage discount applied to the whole expense, where the vendor gave one.
Discount (-) / Round Off (+) Amount	A flat adjustment, so the grand total matches the physical receipt exactly.
Update	Recalculates the totals after any change.

Memo

Notes about the expense, stored with the transaction.

Attachments (Choose File)

Attach the scanned receipt or vendor invoice. For expenses this matters more than anywhere else in the system — an expense claim without its receipt is the first thing an auditor will question.

Custom Fields

Add your own inputs where the standard form does not capture something you need — a claimant name, a vehicle, a cost centre code. Enable under Setup > Preferences > Show Add Custom Field on Forms.

Action Buttons

Button	What it does
Update	Recalculates totals without committing.
Process Expense	Finalises the expense and posts the ledger entries.

General Ledger (Expense)

The General Ledger tab shows in real time how the entry affects your books. As you add lines or adjust totals, the system translates them into debits and credits, so the balance sheet and profit and loss stay balanced without manual journals.

Account	Effect
Expense Category accounts	Debited — the cost hits your profit and loss.
Input Tax	Debited — the tax you can reclaim.
Bank / Cash Account	Credited where the expense is paid immediately.
Accounts Payable	Credited where the expense is left on credit.

Related Transactions & Payment

Settlement follows what you chose at entry. Select a bank or cash account and the payment is generated automatically, marking the expense paid on the spot.

Leave it empty and the expense is a credit purchase. To pay it later, open it from the Expenses List or the Expenses View, and use the action menu to record the payment. It also appears in the allocation table on a Supplier Payment alongside that vendor's invoices.

Expense Report

For a consolidated view go to Reports > Purchases, filter by date range and category, and export as PDF or Excel.

Expenses List — find and action expenses
Purchase Expenses View — read one in detail
Expenses Category Settings — set up categories
Purchase Expenses Settings — configure expenses
Supplier Payment — settle a credit expense

Previous Supplier Allocations Next Invoices To Debit Note