# Purchase Expense List
A transaction-level list of every purchase expense voucher in the period — one row per expense with bill number, supplier reference, expense type, supplier, payment mode, branch, tax, amount, and outstanding balance.
Overview
Go to Purchase → Reports → Purchase Expense List.
Report title in ERP: Purchase Expense List
What it shows. One row per Purchase Expense voucher in the date range, with bill number, supplier reference number, date, expense type, supplier, payment mode, branch, tax, amount, and balance. A Total row sums tax, amount, and balance.
When to use it. Use to review individual purchase expense entries — find a specific voucher, check what is still unpaid (balance), or reconcile expenses by supplier or branch. Unlike the Purchase Expense Report, which aggregates totals by expense type, this list shows each voucher separately.
Screenshot pending — Purchase Expense List view.
Use Cases
- Accounts payable — Which purchase expense vouchers still have an outstanding balance? Filter by pay mode Credit and review the Balance column.
- Procurement — List every freight or clearance voucher raised against a supplier this month. Set Supplier and Expense Type in Advanced Filter.
- Branch accountant — Review all purchase expenses booked to one branch. Set Branch in Advanced Filter.
- Auditor — Trace each purchase expense voucher with its supplier reference number and tax for the period.
Filters
- Date range — select the period to list (defaults to today).
- PayMode — All, Credit, Cash, Bank, Prepaid, or Digital Wallet.
- Advanced Filter — Supplier, Expense Type, Branch.
Columns
| **Column** | **Description** |
|------------|-----------------|
| BillNumber | Purchase expense voucher number. Click to open the voucher quick view. |
| Supplier RefNo | Supplier's own reference or bill number. |
| Date | Date of the purchase expense. |
| Expense Type | Type of charge (e.g. Freight, Handling, Insurance). |
| Supplier | Supplier the expense is recorded against. |
| Payment | Payment mode — Credit, Cash, Bank, Prepaid, or Digital Wallet. |
| Branch | Branch the expense is booked to. |
| Tax | Tax amount on the expense. |
| Amount | Total expense amount. |
| Balance | Outstanding (unpaid) amount remaining. |
A Total row sums the Tax, Amount, and Balance columns.
Actions
- Generate — run the report for the selected filters
- Export All — export every matching row to Excel
- Print — print the list
- Advanced Filter — open Supplier, Expense Type, and Branch filters
- clear — reset active advanced filters
- Pagination — navigate large lists (500 rows per page)
FAQ
How is this different from the Purchase Expense Report?
The Purchase Expense Report groups amounts into one row per expense type (NonTaxable, Taxable, Tax, Total). The Purchase Expense List shows every individual voucher with its supplier, payment mode, branch, and outstanding balance.
What does the Balance column mean?
The amount still unpaid on the expense voucher. Credit expenses show their outstanding balance until settled; cash/bank expenses are typically zero.
Where are purchase expenses entered?
On Purchase → Purchase Expense. See Purchase Expense.
Why is my list empty?
No purchase expenses match the date range, pay mode, supplier, expense type, or branch filters.
Can I filter by a single supplier or expense type?
Yes. Open Advanced Filter and set Supplier and/or Expense Type before generating.