The Expense List interface serves as the primary dashboard for tracking, filtering, and reviewing all organizational operational expenditures. From this screen, users can audit previous disbursements, check pending dues, view attached receipts, and record new business expenditures.
Access the Expense Dashboard:
In the left sidebar navigation under Expense Module, click Expense Module (or click Expense List depending on your navigation view).
Apply Filters to Find Expenses:
Choose Your Date: Click the date range field to select a custom starting and ending period, or check the Load Today box to quickly load only today’s transactions.
Choose Warehouse: Filter expenditures by specific branch or office location.
Select Category: Filter records by a specific expense category (e.g., Water Bill Expense, Delivery Expense).
Click the blue Filter button to refresh the table with the matched results.
Review Table Information:
The expense table displays:
Date: When the transaction occurred.
Reference No: The generated tracking code (e.g., er-20260702-035746).
Warehouse & Category: Location and expense type.
Amount / Due / Paid: Total cost, outstanding liability balance, and settled amount.
Note: Any remarks entered during creation.
Manage Entries (Actions):
Click the Action button on any record row to view complete payment vouchers, print receipts, edit details, or delete/void entries.
Launch the Add Expense Form:
Click the blue + Add Expense button located above the records table or select Add New Expense from the left navigation sub-menu.
The Add Expense modal window will open.
Enter Expense Information:
Date: Choose or enter the exact transaction date (mm/dd/yyyy).
Expense Category *: Open the dropdown list and select the appropriate category created earlier (e.g., Water Bill, Electricity, Stationery).
Warehouse *: Select the branch or warehouse incurring this operational cost.
Payment Account: Choose the payment source (e.g., Bank Of Ceylon [01], Petty Cash).
Attach Document: Click Choose File to attach supporting documentation such as scanned bills, receipts, or invoices for auditing purposes.
Total Amount *: Enter the total gross expense amount.
Order Tax: Select the applicable tax rate from the dropdown (or select No Tax if exempt).
Paid Amount (Cash)*: Enter the actual cash/funds disbursed immediately. (If this is less than the Total Amount, the remainder will be recorded automatically under the Due column).
Note: Add any relevant description, invoice reference, or voucher explanation in the text area.
Submit and Finalize:
Click Submit to log the expense. The record will appear instantly on the Expense List with its updated payment and due status.