How to create Expense?

Purchase → Expense

In this page, you will be able to see the list of all Expense that you have already added into the software and you can also create Expense and Sales Commission.

After clicking on Expense, Expense listing page will appear.

You can also navigate to the other listing pages to view:

• Commission

You can view Invoices status in the webpage which are:

• Draft,
• Awaiting Approval,
• Awaiting Authorization,
• Awaiting Payment,
• Paid,
• Void

From the listing page you can check the following information about each Expense that have been entered into the software:

• Vendor
• Number
• Expense Number
• Transaction Date
• Expense Date
• Amount
• Paid
• Due
• Status of Expense i.e. Draft, Submit for Approval, Awaiting Authorization, etc.

You can create Expense one by one by clicking "+ Expense".

After clicking on "Expense" - New Expense form will be opened in the Create Expense window.

You are required to fill following details:-

• Company GSTIN
• Branch
• Category
• Voucher Date
• Transaction Date
• Voucher Number
• Expense Number
• Expense Date
• Vendor
• Vendor GSTIN
• Place of Origin
• License No
• Vendor Address
• Shipping Address
• Reference
• Vendor Code
• L.R. No
• Purchase Order Number
• Purchase Order Date
• Buyer Order Number
• Buyer Order Date
• Vehicle Number
• E-Way Expense Number
• E-Way Expense Date
• Carrier Identification Number
• Other Reference
• Terms of Payment
• Custom Fields
• Currency
• Default Account
• Amounts Are

Fill the Item Details from all the categories like:-

• Description
• HSN/SAC
• Unit of Conversion
• Quantity
• Qty allocate
• Conversion UOM
• Equivalent Qty
• Unit of Measurement
• MRP
• Unit price/Rate
• Discount (%, Flat)
• PTR/Unit
• Add. Discount (%, Flat)
• PTS/Unit
• Subsidy
• Freight/Unit
• Delivery/Unit
• Item Custom Fields
• Account
• Cost Centre
• Taxable Amount
• Tax Rate
• Tax Amount
• GST Rate
• IGST
• CGST
• SGST/UGST
• Cess (%, Flat)
• Add. Cess
• Nil/Exempt Rate
• TDS Rate
• TDS Amount
• ITC Eligibility
• ITC Claim (%)
• ITC Claim IGST
• ITC Claim CGST
• ITC Claim SGST/UGST
• ITC Claim Cess
• Total

Check the Advanced Settings boxes such as:-

• Reverse Charge
• Income Tax TCS
• GST TDS
• GST TCS
• Document Level Discount
• Apply Rounding
• Allocate to Project

Fill in the Bank Details:-

• Bank Name
• Account Number
• Branch Name
• IFSC Code

Other details in this window that can be used are:-

• Vendor Notes
• Terms and Conditions

For creating the Invoice you are required to fill some mandatory fields such as:-

• Voucher Number
• Expense Date
• Vendor
• Place of Origin
• Address of Vendor

You can set some auto-fill functionalities for creating the Expense. Such Auto-Fields are:-

1. Voucher date: By default current date will be the Voucher Date. You can also change the same.
2. Transaction Date: By default current date will be the Transaction Date. You can also change the same.
3. Branch (Auto): You are required to Add Branch in Organization Settings. Those added Branch list will appear at the time of creation of Expense.

   For adding Branch - Navigate to Settings → Organization Settings → Location → Add Branch.

4. Category (Auto): You are required to Add Category in Organization Settings. Those added Category list will appear at the time of creation of Expense.

   For adding Category - Navigate to Settings → Inventory Configuration → Categories → Add Category.

5. Voucher Number (Auto): Voucher Number will auto populate from series as set by you in Custom Configuration. However, you can change the same.

   For Setting series - Navigate to Settings → Custom Configuration → Document Series → Select Expense.

You can Hide/Unhide some fields from the Document Customization. By default, fields are unchecked in Document Customization. You can check those fields which you want to show in Expense.

Navigate to Settings → Custom Configuration → Document Customization → Select Expense.

You can save the Expense into following three types:

• Save as Draft
• Save and Submit for Approval
• Save as Approve

1. Navigate to Draft listing from All Expense listing and select the Expense which you want to move in "Submit for Approval", "Approve", "Void" and "Delete".

2. Navigate to Awaiting Approval listing from All Expense listing and select the Expense which you want to move in "Approve", "Void" and "Delete".

3. Navigate to Awaiting Authorization listing from All Expense listing and select the Expense which you want to move in "Make As Decline", "Void" and "Delete".

4. Navigate to Awaiting Payment listing from All Expense listing and select the Expense which you want to move in "Void" and "Delete".

5. Navigate to Declined listing from All Expense listing and select the Expense which you want to move in “Unmark As Decline”, "Void" and "Delete".

6. Navigate to Void listing from All Expense listing and select the Expense which you want to "Delete".

There are three ways to make payment.

1. Create a Expense and click on Approve button then it will navigate to Expense Listing Page. In the Expense listing page, open the Expense for which status is Awaiting Payment in View Mode. Enter following fields and click on + Payment:
   • Amount Paid
   • Date Paid
   • Paid From
   • Reference
   • Pay by Cheque

2. Create a Expense and click on Approve button then it will navigate to Expense Listing Page. In the Expense listing page, open the Expense for which status is Awaiting Payment in View Mode. Click on Pay VIA ICICI

Click on Pay VIA Payment then it will redirect to pop of Payment VIA Payment. Select ICICI Account and click on Generate OTP.

It will redirect to pop Pay VIA ICICI. Enter following fields and click on Proceed

• OTP
• Account Number
• IFSC
• Transaction Type

There are 7 types of Advanced settings, out of which 3 i.e. Reverse charge, Document Level Discount and Allocate to Project will auto appear while creating Expense and rest of 4 i.e. Income Tax TCS, GST TDS, GST TCS, Apply Rounding will appear after checking the same in Customization Settings.

1. Create a Expense and click on Reverse Charge then it is auto calculate the reverse charge amount

2. Create a Expense and click on Income Tax TCS then Rate & Amount input fields are enabled. You can enter the Income Tax rate and it will calculate the amount automatically.

3. Create a Expense and click on GST TDS then Rate & Amount input fields are enabled. You can enter the GST Rate and it will calculate the amount automatically.

4. Create a Expense and click on GST TCS then Rate & Amount input fields are enabled. You can enter the GST TCS and it will calculate the amount automatically.

5. Create a Expense and click on Document Level Discount then Description, Account, Rate & Discount Amount input fields are enabled.

6. Create a Expense and click on Apply rounding then it will round off the Total amount.

You can also edit the rounding amount accordingly.

7. Create a Expense and click on Apply to Project then this expense will come in Projects.

Last 5 Expense issued will appear after checking the same in Customization Settings. After creating the Expense you would be able to see the last 5 Invoice issued.