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Expenses Expenses & Accounts

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ourerp.org/expenses Expenses & Accounts Expenses Our ERP · blueprint preview

Lists business expenses with category, location, payment status, and totals, and lets you record, pay, and import them.

The table lists each expense's date, reference number, recurrence details, category, sub-category, location, payment status, tax, total amount, payment due, who the expense was for, the contact it's billed to, notes, and who added it, with a footer total for amount and due. Refunded expenses are visually tagged as a refund. Filters let you narrow by category, sub-category, date range, and payment status (Paid, Due, Partial); users with full expense access (all_expense.access) get extra filters for business location, expense for, added by, and contact.

Three actions sit at the top of the page, all requiring expense.add: Add to record a new expense, Pay Due Amount to open a bulk-payment modal against outstanding expenses, and Import Expense to bring in expenses from a file.

Each row's Actions menu offers Edit (expense.edit), a document download/preview link when a receipt was attached, Delete (expense.delete), Add Payment (hidden once an expense is fully paid), and View Payments. Recurring expenses show their recurrence interval and link back to the original expense they were generated from.

Without all_expense.access, a user with only view_own_expense sees just expenses they personally created or that were recorded for them; visibility is also limited to their permitted business locations.

Step-by-step Workflow

  1. Filter the expense listNarrow by category, sub-category, date range, or payment status; full-access users can also filter by location, added by, or contact.
  2. Add an expenseClick Add, choose a category, location, and amount, and optionally attach a receipt document.
  3. Assign it to a contact or purposeSet who the expense is for and, if it's billable to a supplier or customer, link the relevant contact.
  4. Save the expenseSubmitting records the expense with its tax and payment status.
  5. Record paymentUse Add Payment on a single expense, or Pay Due Amount to settle several outstanding expenses at once.
  6. Review or correct entriesEdit or delete an expense, or open View Payments to see its payment history.