Setting Up and Managing Expenses in the System

To start using the Expense module, you first need to set up:

• Expense Heads
• Expense Statuses

Set Up Expense Head 

Go to the Settings page.

• Click on Expense Head.

Once created, the new Expense Head will appear in the list under Company Expense Head. 

Edit or Delete Expense Head
 

Click the ellipsis (⋮) next to any Expense Head to:

• Edit/Update the name
• Delete it (if not in use)

Set Up Expense Status
 

• Go back to the Settings page.
• Click on Expense Status.
• Click Add, enter the Status name, and click Create.

Once created, the new status will appear under the Expense Status list. 

Adding a New Company Expense
 

On the Company Expense page, on the top right, you will find Total Number of Records and Total Amount. Next to it, you will find a Filter and Add button.

• Click the Add button.
• Fill in the following details:
  • Date
  • Expense Head (select from dropdown)
  • Expense Item
  • Amount
  • (Optional) Comment
  • (Optional) Attach invoice or voucher
• Click on the Create button to save the entry.

Filtering Records

Click the Filter button to filter expenses by:

• Date range
• Expense Head

From the left menu panel, click on People

People Expense

• From the left menu, click on People.
• On the People Expense page (top-right corner), you'll find:
  • Total Number of Records
  • Total Amount
  • Filter and Add buttons

Adding a New People Expense

1. Click the Add button.
2. Fill in the following:
   • Date range
   • Person (select from dropdown)
   • Expense Head
   • Expense Item
   • Amount
   • Category (select from dropdown)
   • Expense Status
   • (Optional) Comment
   • (Optional) Attach invoice, ticket copy, or voucher

1. Click Create to submit.

Special Note for Travel Expenses

When you select Travel as the Expense Head:

• A new field called "Route" will appear.
• Select the route from the dropdown and proceed with the rest of the form.

Once the Expense is added from the Fields Ops the default status is set to pending.

All reports generated under Expense > People and Expense > Company will automatically appear in Analytics > People Expense Report and Analytics > Company Expense Report, respectively.

Please note that the Reports section is strictly for viewing and filtering data—no other actions (such as editing or exporting) can be performed from this section.

How to Add Travel Allowance (TA) for a Field Employee 

Enable Field Tracking

1. Navigate to Settings.
2. Click on Enable Field Tracking.

Add Travel Allowance

1. On the Enable Field Tracking page, locate the specific employee.
2. Click on the TA (Travel Allowance) field next to the employee's name.

Verify TA in Field Ops

1. Go to the Field Ops section from the left-hand side menu.
2. Click on People.
3. Click on Generate Bill 

   4. Once the bill is generated, it will display the same.

   5. Go to People Expense or People Expense report to see the calculated amount.