Purchase Expenses View

The Expense View allows for the management and review of non-inventory financial obligations. This module tracks overhead costs, services, and other miscellaneous business expenses, providing a clear breakdown of supplier information, tax applications, and general ledger impacts before final payment.
  
Invoice Information
The header provides primary tracking and scheduling data for the expense:
  • Reference: The unique system-generated identifier for the expense (e.g., 013/2025).
  • Invoice Date: The date the expense was officially billed or recorded (e.g., 19/03/2026).
  • Due Date: The deadline by which the supplier must be paid (e.g., 19/03/2026).
  • Created By: The user who entered the record into the system (e.g., Yokesh).
  • Created On: The exact timestamp of the record's creation (e.g., 19/03/2026 11:17 PM).
  • Project: The specific project the expense is allocated toward (e.g., Test project - test project).
  • Work Order: The production or service order linked to this cost (e.g., 047/2025).
 
Supplier & Address
This section identifies the vendor and associated contact or banking details:
  • Supplier: The name of the vendor or service provider (e.g., Eran eager).
  • Supplier's Reference: The external invoice or receipt number provided by the vendor (e.g., BUS TICKET 90901).
  • Bank Account: The designated payment method or account for the vendor (e.g., Cash New).
  • Address: The physical or billing address of the supplier.
  • Choose File: Use this button to upload or view digital attachments, such as scanned receipts or digital invoices.
  • Comment: General notes regarding the nature of the expense (e.g., Travel Allowance for employee).
 
Line Details (Expenses Tab)
The Line Details tab provides a granular breakdown of the individual costs:
  • Expense: The specific category or code for the cost (e.g., 032/2024 - travel # Another Category).
  • Tax Type: The tax rate applied to this specific line (e.g., GST 5%).
  • Memo/Description: A detailed explanation for the specific line item (e.g., Travel Allowance for employee).
  • Amount: The base cost of the line before taxes and adjustments (e.g., 1,000.00).
 
General Ledger Tab
This tab displays the automatic double-entry accounting generated by the expense:
  • Tax Accounts: Debits to input tax accounts (e.g., 2031 - Input SGST and 2033 - Input CGST).
  • Expense Account: A debit entry to the specific expense ledger representing the cost (e.g., 1,000.00).
  • Accounts Payable: A credit to the supplier's liability account (e.g., 2100 - Accounts Payable).
  • Discounts/Gains: Adjustments for savings or exchange rate differences (e.g., 5060 - Discounts Received or 4450 - Foreign Exchange Gain).
 
Allocations Tab
The Allocations tab tracks payments applied to this specific expense:
  • Type/Reference: Details of the payment document (e.g., Supplier Payment 105/2026).
  • Total Amount: The full value of the payment record (e.g., 1,060.00).
  • This Allocation: The portion of that payment used to settle this specific expense (e.g., 1,000.00).
  • Left to Allocate: Any remaining balance on the payment document after this allocation (e.g., 60.00).
 
Amount Totals
The summary footer provides the final financial calculation:
  • Sub-total: The sum of all line items before adjustments (e.g., 1,000.00).
  • Discount: Total savings applied to the expense (e.g., 80.00).
  • Discount(-) / Round Off(+) Amount: Final adjustments to the total (e.g., -20.00).
  • Included Tax (SGST/CGST): The breakdown of taxes already accounted for in the total (e.g., 23.81 each).
  • Grand Total: The final amount due for the expense (e.g., 1,060.00).
 
Expense Status
The status of an expense record indicates its current position in the payment and processing workflow:
  • Yet To Pay: The expense has been finalized and recorded as a liability, but no payment has been issued.
  • Partially Paid: A portion of the total expense amount has been settled, but an outstanding balance remains.
  • Paid: The total amount of the expense, including taxes and adjustments, has been fully settled.
  • Draft: The expense record is currently being drafted and has not yet been "Processed," meaning it has no impact on the General Ledger.
 
Action Buttons
  • Edit: Modify the expense details if it is still in a state that allows changes.
  • Payment: Directly initiate a payment for this specific expense.
  • Print: Generate a physical or PDF copy of the expense record.
  • Void: Invalidate the expense and reverse any associated accounting entries.
 

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