The Expense module lets you record and manage business expenses with proper categorization, payment tracking, and accounting. Use it for operating costs, reimbursements, prepaid allocations, sale reversals, and batch entry of multiple expenses at once.
The Expense list shows all expense entries with key details such as supplier, expense account, payment account, employee, date, amount, payment mode, balance, and status. Use the list to open, review, filter, or bulk-action existing expenses.
List columns
`ID`, `Number #`, `Supplier`, `Credit Ac`, `Expense Ac`, `From Ac`, `Employee`, `Date`, `Amount`, `Pay. Mode`, `Balance`, `Status`
Quick filters
| **Filter** | **Shows** |
|------------|-----------|
| Default | All expenses except Cancelled |
| Approved | Approved expenses |
| Closed | Closed expenses |
| Draft | Draft expenses |
| Cancelled | Cancelled expenses |
Header actions
| **Action** | **Description** |
|------------|-----------------|
| New | Opens the new expense form |
| Multi Expense | Opens batch expense entry for multiple lines at once |
| Export | Exports the list to Excel |
Click a row to open the expense in view mode. Select one or more rows to show footer actions: **edit**, **delete**, and **view**.
List View
Quick Start — Create an Expense
1. Navigate
Go to Accounts → Expense from the left menu.
2. Create new expense
Click New to open the expense entry screen. Select Payment mode first — this controls which account and party fields appear.
3. Fill in details
Enter the date and select Payment mode.
Select the Expense account and enter the Amount.
Fill in party and account fields shown for your payment mode (Supplier, From Account, Credit Account, etc.).
Add optional details under Additional Info and Notes.
4. Save
Save — saves the expense as a draft.
Save and Approve — saves and approves immediately; posts the accounting entry.
Reset — clears the form.
Cancel — closes the form without saving.
Header Fields Reference
Main fields
| **Field** | **Description** |
|-----------|-----------------|
| date | Date and time of the expense. Mandatory. |
| Payment mode | How the expense is paid. Mandatory. Controls which other fields appear. See Payment Modes below. |
| Expense Number | Manual expense number. Hidden when the company auto-generates bill numbers per payment mode. |
| Customer | Required when Payment mode is Sale Reversal. Hidden for other modes unless opened from a sale invoice reference. |
| Sale Invoice Id | Required when Payment mode is Sale Reversal. Filtered by the selected customer. |
| Supplier | Optional supplier or vendor. Hidden when Payment mode is Sale Reversal. |
| Supplier Invoice Number | Optional supplier invoice or reference number. |
| From Account | Cash, bank, or wallet account paid from. Required when Payment mode is Cash, Bank, or Digital Wallet. Hidden for Credit, Prepaid, Sale Reversal, and Payrun - Reimbursement. |
| Expense account | Expense category account (e.g. Fuel Expense, Advertising). Mandatory. |
| Credit Account | Required when Payment mode is Credit and no supplier is selected. Hidden when a supplier is set (supplier account is used automatically) or when payment mode is not Credit. |
| Prepaid Expense Id | Required when Payment mode is Prepaid. Shown on create only. |
| Expense claim Id | Populated automatically when created from an expense claim. Not editable. |
| Payrun Employee Id | Required when Payment mode is Payrun - Reimbursement on create. |
| Currency | Shown only when multi-currency is enabled for the company. |
| Currency Exchange Rate | Required when a foreign currency is selected. |
| Taxes | Applicable tax rate. Hidden when Payment mode is Prepaid. |
| Tax Amount | Optional manual tax amount. Calculated automatically when a tax is selected. Hidden when Payment mode is Prepaid. |
| Amount | Total expense amount (tax inclusive if applicable). Mandatory. On edit, label shows Amount (Tax Inclusive, if any). |
Additional Info
| **Field** | **Description** |
|-----------|-----------------|
| Employee | Optional employee linked to the expense. |
| Cost center | Shown when cost center is enabled in single mode. |
| Project | Optional project. |
| Project Task | Optional task under the selected project. Disabled until a project is selected. |
| Branch | Optional branch. |
| Brand | Optional brand. |
| Cost Center Allocation | Line table for splitting the expense across multiple cost centers. Shown when cost center is enabled in multiple mode. Columns: Sl Num, Cost center, Amount. |
The edit form does not include Customer, Sale Invoice Id, or Prepaid Expense Id. Edit uses Update instead of Save / Save and Approve.
Payment Modes
| **Payment Mode** | **Description** | **Key fields shown** |
|------------------|-----------------|----------------------|
| Cash | Paid immediately from a cash account. | From Account |
| Bank | Paid from a bank account. Supports payment instruments (e.g. Bank (NEFT)). | From Account |
| Credit | Expense owed to a supplier; paid later via Payment Voucher. Stays open with a balance until fully paid. | Supplier and/or Credit Account |
| Prepaid | Allocated against a prepaid expense account. Auto-closes on approve. | Prepaid Expense Id |
| Digital Wallet | Paid from a digital wallet account. Supports payment instruments (e.g. Digital Wallet (UPI)). | From Account |
| Sale Reversal | Expense linked to a sale invoice reversal. Auto-closes on approve. | Customer, Sale Invoice Id |
| Payrun - Reimbursement | Employee reimbursement from payroll. | Payrun Employee Id |
Payment instruments
When payment instruments are configured, Bank and Digital Wallet modes show instrument-specific options such as Bank (NEFT), Bank (RTGS), or Digital Wallet (UPI). Selecting an instrument filters the From Account dropdown to accounts tagged with that instrument. See Payment Instruments for setup.
After approval
Credit expenses remain Approved with an outstanding balance until paid through Payment Out (Payment Voucher). They auto-close when fully paid.
Cash, Bank, Digital Wallet, Prepaid, and Sale Reversal expenses auto-close on approval.
Payrun - Reimbursement expenses track payment through pay run linkage.
Multi Expense Creation
Use Multi Expense on the list page to record several expenses in one submission instead of creating each one individually.
Header
| **Field** | **Description** |
|-----------|-----------------|
| date | Shared date for all lines. Mandatory. |
Line table
Add lines with New line. Incomplete lines are skipped; invalid lines trigger an error.
| **Column** | **Description** |
|------------|-----------------|
| Mode | Payment mode for the line. Mandatory. Options: Cash, Bank, Credit, Digital Wallet only. |
| Number | Expense number. Hidden when auto-numbering is enabled. |
| Expense account | Expense category. Mandatory. |
| Cash/Bank Account | Required when mode is Cash, Bank, or Digital Wallet. |
| Credit Account | Required when mode is Credit. |
| Amount | Line amount. Mandatory. |
| Cost center | Optional. |
| Brand | Optional. |
| Taxes | Optional tax. |
| Notes | Optional per-line notes. |
Save options: Save, Save and Approve, Reset, Cancel.
Expense Variants
There is no separate expense type dropdown. Variants arise from how the expense is created:
| **Variant** | **How created** | **Behavior** |
|-------------|-------------------|----------------|
| Standard expense | New or clone | Full form with all payment modes |
| Multi expense | Multi Expense button | Batch lines with limited payment modes |
| From Expense Claim | Created from an expense claim | Defaults to Payrun - Reimbursement; sets expense claim and pay run employee |
| From Prepaid Expense | Created from a prepaid expense | Defaults to Prepaid; sets prepaid expense link, amount, and expense account |
| From Sale Invoice | Created from a sale invoice | Sets customer and sale invoice; defaults to Sale Reversal or Credit if invoice balance is zero or less |
| Revise Expense | Revise Expense on a cancelled expense | Opens a new expense linked to the cancelled record |
| Clone | clone on the expense view | Copies the expense to a new draft |
Example use cases
Bank Charges — record charges deducted directly from the bank (Bank mode).
Advertising Expense — track marketing costs (Credit or Bank mode).
Fuel Expense — enter transportation costs (Cash or Credit mode).
Reimbursements — log employee expenses to be reimbursed (Payrun - Reimbursement or Credit mode).
Actions & Status
Statuses
| **Status** | **Description** |
|------------|-----------------|
| Draft | Saved but not yet approved. Can be edited or deleted. |
| Approved | Finalized and posted. Credit expenses may show an outstanding balance. |
| For Revisal | Sent back for correction. Can be edited or deleted. |
| Cancelled | Voided. Can be revised to create a new expense. |
| Closed | Fully settled or auto-closed after approval. |
| Multi Level Approval | Awaiting or in progress through a multi-stage approval workflow. |
On approved credit expenses, a payment tag may also appear: Payment paid, Payment Partially paid, or Payment Not Paid.
List actions (footer bar when rows selected)
| **Action** | **When available** | **Notes** |
|------------|-------------------|-----------|
| edit | Draft, For Revisal | Single row only |
| delete | Draft, For Revisal | Supports multi-select |
| view | All statuses | Single row; row click also opens view |
View toolbar actions
| **Action** | **When available** | **Notes** |
|------------|-------------------|-----------|
| Approve | Draft | Hidden when a multi-level approval template applies |
| Edit | Draft, For Revisal | |
| Delete | Draft, For Revisal | Confirmation required |
| clone | All statuses | Hidden when clone is disabled in user settings |
| Print | All statuses | |
More menu (⋮)
| **Action** | **When available** | **Notes** |
|------------|-------------------|-----------|
| Payment Out | Approved | Opens a new Payment Voucher prefilled from the expense |
| Revise Expense | Cancelled | Creates a revised expense |
| Cancel | Approved, Closed | Requires a Cancel Note |
| Job Card Allocation | Approved, Closed | |
| Cost Center Allocation | Approved, Closed | Hidden when cost center is not enabled |
| WorkFlow Request | Approved, Closed | Starts a company process linked to this expense. Does not approve the expense. |
| Add/Update Note | All statuses | Updates Notes only |
| Master Update | Approved, Closed | See Master Update section below |
| Mark As Closed | Approved | Requires a closing note |
| Undo Close | Closed | Only when manually closed |
Multi-level approval actions
When an approval template is assigned, the simple Approve button is hidden. Use the multi-stage panel instead — Send Request, Approve, Cancel, Reject, Send For Revise, and Edit when revision allows it. Who sees each button, and worked examples, are on Multi Approval.
Master Update
Master Update lets you change selected header fields on an approved or closed expense without reopening the full edit form. Open an expense, click the more menu (⋮), and select Master Update.
When available: Approved or Closed status only.
Dialog actions: Confirm, Cancel
Fields that can be master-updated
| **Field** | **Required** | **Description** |
|-----------|--------------|-----------------|
| Date | Yes | Expense date and time. Updating the date also updates the linked journal date. |
| Employee In charge | Optional | Employee responsible for the expense. |
| Branch | Optional | Branch assignment. |
| Brand | Optional | Brand assignment. |
| Project | Optional | Project assignment. |
| Supplier Invoice Number | Optional | Supplier invoice or reference number. |
| Sale Invoice Id | Optional | Linked sale invoice. |
| Job Card | Optional | Linked job card. |
Not master-updatable: payment mode, accounts, amount, taxes, cost center allocation lines, notes, prepaid expense link, pay run employee, and other transaction amounts.
View Tabs & Side Panels
When you open an expense entry in full view (not in a small modal), the right side shows tabbed panels. Click the expand icon on a tab to open the same data in a larger modal.
Top panel
| **Tab** | **What it shows** |
|---------|-------------------|
| Summary | Linked documents and related account transactions for this expense. See Account Transactions. |
| Journal Info | Accounting journal entries posted by this expense. Requires journal access. See Journal Report. |
Middle panel
| **Tab** | **What it shows** |
|---------|-------------------|
| Payments | Payment vouchers recorded against this expense. |
Bottom panel (all transactions)
| **Tab** | **What it shows** |
|---------|-------------------|
| History | Activity log — who created, approved, edited, or cancelled the expense and when. |
| Attachments | Files uploaded to this expense. |
Best Practices
Choose the right payment mode: Use Credit for supplier payables you will settle later; use Cash, Bank, or Digital Wallet for immediate payments.
Use payment instruments: Select the specific instrument mode (e.g. Bank (NEFT)) rather than generic Bank for clearer reporting.
Link to supplier: For credit expenses, select the supplier so the payable tracks correctly and can be paid via Payment Out.
Multi Expense for batches: Use Multi Expense when entering several similar expenses on the same date.
Cost center allocation: Split expenses across cost centers using the allocation table when multiple departments share a cost.
Master Update for corrections: Use Master Update to adjust date, branch, project, or reference fields on approved expenses — not for amount or payment changes.
Pay credit expenses: Use Payment Out from the expense view to record payment against approved credit expenses.
FAQ
Why is From Account hidden? From Account appears only when Payment mode is Cash, Bank, or Digital Wallet. It is hidden for Credit, Prepaid, Sale Reversal, and Payrun - Reimbursement.
Why does my credit expense stay Approved instead of Closed? Credit expenses remain open with a balance until fully paid through a Payment Voucher (Payment Out). Cash, bank, wallet, prepaid, and sale reversal expenses auto-close on approval.
What is the difference between Employee and Employee In charge? Employee on the form is an optional link on the expense. Employee In charge appears in Master Update for post-approval corrections to the responsible employee.
Which fields can I change with Master Update?
Date, Employee In charge, Branch, Brand, Project, Supplier Invoice Number, Sale Invoice Id, and Job Card. Amount, payment mode, and accounts cannot be changed through Master Update.
When is Master Update available?
Only when the expense status is Approved or Closed.
How do I pay an approved credit expense?
Open the expense and use Payment Out from the more menu. This creates a Payment Voucher prefilled from the expense.
Can I edit an approved expense?
No. Approved expenses cannot be edited directly. Use Master Update for allowed header fields. For a full correction, Cancel the expense and then use Revise Expense on the cancelled record to open a new expense linked back to it.
What payment modes are available in Multi Expense?
Cash, Bank, Credit, and Digital Wallet only. Prepaid, Sale Reversal, and Payrun - Reimbursement are not available in multi entry.
How do payment instruments affect the From Account list?
When you select an instrument-specific mode (e.g. Bank (NEFT)), the From Account dropdown shows only accounts tagged with that instrument.
Why was cost center allocation blocked?
Total allocation across cost centers cannot exceed the expense amount. Reduce line allocations before approve.
Why can I not cancel this expense?
Cancel linked payment vouchers and unlink PV adjustments before cancelling an approved expense.
Related Topics & Videos
Related documentation
Payment Instruments — configure NEFT, RTGS, UPI, and other payment methods linked to accounts.
Payment Voucher — pay approved credit expenses via Payment Out.
Prepaid Expense — manage prepaid accounts used with Prepaid payment mode.
