The Purchase Expenses View is the full record of a recorded cost. It shows the header and supplier details, the individual cost lines and their tax, the ledger entries generated, and any payments applied against the expense.
Where to find it
Open any expense reference from the Expenses List.
Invoice Information
| Field | Description |
|---|
| Reference | Your internal expense reference. |
| Supplier's Reference | The number on the vendor's receipt or invoice. |
| Date | The date the expense was incurred. |
| Due Date | The payment deadline, where recorded on credit. |
| Created By / Created On | Who recorded the expense and exactly when. |
Supplier & Address
The vendor or service provider name with their contact details and registered address.
Line Details (Expenses Tab)
| Column | Description |
|---|
| Expense | The category or ledger code the cost is charged to. |
| Tax Type | The tax rate applied to the line, for example GST 5%. |
| Memo / Description | The explanation for the line, such as "travel allowance for employee". |
| Amount | The base cost of the line before tax. |
General Ledger Tab
| Account | Effect |
|---|
| Expense Account | Debited — the cost hits your profit and loss. |
| Tax Accounts | Debited — input tax such as SGST and CGST. |
| Accounts Payable | Credited — the liability to the supplier, where left on credit. |
| Bank / Cash | Credited where the expense was paid immediately. |
Allocations Tab
| Column | Description |
|---|
| Type / Reference | The payment document applied to this expense. |
| Total Amount | The full value of that payment. |
| This Allocation | The portion used to settle this expense. |
| Left to Allocate | Any balance remaining on the payment afterwards. |
Amount Totals
The sub-total of the cost lines, any discount or round-off adjustment, the tax, and the gross total.
Expense Status
| Status | Meaning |
|---|
| Yet To Pay | Finalised and recorded as a liability, with no payment issued. |
| Partially Paid | Part settled; a balance remains outstanding. |
| Paid | Fully settled including taxes and adjustments. |
| Draft | Saved but not finalised. |
Action Buttons
| Action | What it does |
|---|
| Payment | Settle this expense directly. |
| Edit | Modify details where the expense still allows changes. |
| Print | Generate a copy of the expense record. |
| Void | Invalidate the expense and reverse its accounting entries. |
Related pages