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Expenses

Q1. How do I add a new expense in the system, and what are the available expense types and categories?​

To add a new expense in the system, follow these steps:

  1. Navigate to the Expense Module, then click the plus button.
  2. Fill in the Required Fields in the "Add Expense" Form:

  • Select Expense Type from:

    • General
    • Vehicle
    • Employee

  • Select the company incurring the expense.

  • Select the Category, date of the expense.

For General, example categories include:

  • Office Expense
  • Article Purchase
  • Rent
  • Others

For Vehicle, you’ll also need:

  • Vehicle selection
  • Current KM and Next Service KM
  • Next Service Date

For Employee, choose the employee and specify category.

  • While adding general expense, add Invoice/Bill No. and Supplier Name (Optional).
  • Expense Head: Define the nature of the expense.
  • Amount & Tax (if applicable).

You can itemize the expenses by clicking on itemize checkbox or proceed directly with attaching the document.

  1. Attach Files (Optional): You can upload bills or receipts or vehicle documents.
  2. Once all required details are filled, Click Save to Submit.

Q2. Can I assign expenses to employees or vehicles?​

Yes, depending on the Expense Type:

  • Employee Type: Assign the expense to a specific employee.
  • Vehicle Type: Select a vehicle from the list and enter:
    • Current KM reading
    • Next service KM
    • Next service due date

Q3. Why do I see different fields when I select different Expense Types (General, Vehicle, Employee)?​

The form dynamically changes based on the Expense Type selected:

  • General: Standard fields for office, rent, bills, etc.
  • Vehicle: Requires you to select a vehicle and enter Current KM, Next Service KM, and Next Service Date.
  • Employee: Prompts you to select an Employee and categorize the expense as travel, food, etc.

This ensures only relevant fields are shown for that type of expense.

Q4. What is the purpose of the Expense module?​

The Expense module helps track and manage all business expenses, including vehicle-related costs and general operational expenses, with invoice-wise records and company linkage.

Q5. What are the types of expenses listed?​

There are primarily two types:

  • Vehicle – Related to a specific vehicle (e.g., repair, insurance).
  • General – Operational or administrative expenses not linked to a vehicle (e.g., rent, stationery, salaries).

Employee-related expenses like:

  • Reimbursements (travel, food, etc.)
  • Allowances
  • Salary advances
  • Training or accommodation charges

Q6. Can I filter expenses by date or company?​

Yes.

  • Use the Date range picker at the top-left, there is a "Start date → End date" input field, which allows you to filter expenses based on date range.
  • Or use the search bar on the right to filter by:
    • Type (e.g., General, Vehicle, Employee)
    • Company
    • Vehicle
    • Status (e.g., New, Approved, etc.)
    • Invoice No.
    • Category
    • Supplier

Q7. How can I edit or delete an existing expense?​

  • To edit: Click the ✏️ pencil icon in the Action column.
  • To delete: Click the 🗑️ trash icon. A confirmation popup may appear.
  • Click on delete to permanently delete the record or click cancel to exit.

Q8. What if no vehicle is linked to a general expense?​

That’s normal. For general expenses, the Vehicle field shows “No record Found” because they are unrelated to fleet operations.

Q9. What does "New" status mean? Can it be changed?​

“New" means the expense is just added to the system.

Q10. Can I download or export this expense list?​

The export/download feature is currently under development and will be available soon.

Q11. How do I edit an existing expense entry?​

To edit an existing expense, follow these steps carefully:

Step 1: Open the Expense List

  • From the main menu, go to the "Expense" module.
  • This will open a table view listing all existing expense records along with their details such as Type, Status, Date, Invoice No., Total, etc.

Step 2: Select the Record to Edit

  • Locate the expense entry you want to modify.
  • On the right-hand side of the entry, click the ✏️ Edit icon under the “Action” column.
  • This will open the Edit Expense popup window with all previously saved details already filled in.

Step 3: Modify the Fields as Required

  • You can now update any of the following fields as needed:
    • Expense Type (Not applicable)
    • Vehicle No. (not applicable)
    • Company Name
    • Date of Expense
    • Expense Category & Sub-category
    • Invoice Number & Supplier Name
    • Amount & Tax
    • Expense Head
    • Note (for internal remarks)
    • Next Service Date / KM (for vehicle expenses)

🔍 You can also upload files, set issue/expiry dates, or attach multiple documents under the expense (e.g., RC, permit copies, etc.).

Step 4: Save Your Changes

  • Once all updates are done, scroll down and click the green Save button at the bottom-right corner.
  • The system will validate the inputs and successfully update the expense.

📝 Tip: If you want to see who made previous changes to this record, click the Audit Log button next to the Save option.

Q12. What is the use of “Expense Head”?​

The “Expense Head” defines the specific type of expense (e.g., RC, Insurance, Pollution Certificate) and is required for classification and reporting.

Q13. What is the purpose of “Next Service KM” and “Next Service Date”?​

These fields are used to set service reminders for the selected vehicle, based on the current update.

Q14. Can I update the invoice number and supplier name?​

Yes, these fields are editable if the invoice details have changed or were not entered earlier.

Q15. Can I enter or modify tax values?​

Yes, enter the tax amount in the Tax field and it will automatically update the total.

Q16. What does the “Itemize” checkbox do?​

The “Itemize” option allows you to break the expense into multiple line items (e.g., fuel, maintenance, tolls), instead of logging it as a single total. Enabling it expands additional entry fields for detailed tracking.

Q17. Can I see who previously edited this expense?​

Yes, click the Audit Log button at the bottom to view the full history of who made what changes and when.

Q18. Can I delete this expense if it was created by mistake?​

Yes, click the Delete button at the bottom to permanently remove the expense.

Q19. Can I attach documents or receipts while editing an expense?​

Yes! Follow these steps to upload supporting documents when editing an expense:

Step-by-Step Guide:

Step 1: Navigate to the Expense Page

  • Go to the main menu and open the Expense section.
  • In the list of expenses, find the entry you wish to update.
  • Click the ✏️ Edit icon next to that entry.

Step 2: Access the Document Upload Section

  • This will open the Edit Expense popup with all the previously saved data.
  • Scroll down to the bottom of the form to find the document upload panel:
  • Drag & Drop your files here or Choose Files. (100 MB max file size).

Step 3: Upload the Files

  • You can drag and drop PDF files into the upload box or click “Choose Files” to browse from your system.
  • Uploaded files will be listed below with PDF icons and file names.

Step 4: Add Document Details
For each uploaded file, fill in:

  • Type – Select from dropdown (e.g., RC, Permit, Insurance, etc.)
  • Issue Date – When the document was issued
  • Expiry Date – If the document has an expiry (optional but recommended)

You can upload multiple files, and each can have its own metadata.

Step 5: Save the Changes

  • After making all changes and attaching documents, click the green Save button in the bottom-right corner.

Q20. Can I delete an expense from the edit screen?​

Yes. If you no longer need the record, click the red Delete button in the bottom bar. A confirmation prompt will appear before deletion.

Q21. What fields are required to save an expense?​

To successfully save an expense entry (whether adding or editing), the following mandatory fields must be filled:

📌 Required Fields:

Field NameDescription
Expense Type*Select from: General, Vehicle, or Employee — determines what fields will be shown next.
Company*The company incurring the expense must be selected from the dropdown.
Date*Date of expense (must be in valid format, not future-dated unless allowed).
Category*Defines the nature of the expense (e.g., Fuel, Maintenance, Rent, etc.).
Expense Head*A short description or title of the expense (e.g., Tyre Change, RC Renewal).
Amount*The main expense amount (excluding tax).
Tax (optional)You may enter tax if applicable — total is auto-calculated.
Vehicle (required only if type is "Vehicle")When Expense Type is set to Vehicle, selecting a vehicle is also mandatory.