How Expenses Works in Tracepos

The Expenses feature in Tracepos allows users to manage and track expenses efficiently. This guide explains how to use the feature, including adding, editing, filtering, and managing expense records.

Accessing the Expenses Page

1. Navigate to the Expense Manager section in the Tracepos dashboard.
2. Select Expenses from the menu.

Features Overview

1. Viewing Expenses

• The Expenses table displays a list of all recorded expenses, including:
  • Date: The date of the expense.
  • Expense Category: The category associated with the expense.
  • User: The user who recorded the expense.
  • Amount: The total expense amount.
  • Paid Amount: The amount paid for the expense.
  • Due Amount: The remaining unpaid amount.
  • Expense Status: The current status of the expense (e.g., Pending, Verified, Approved, Rejected).
  • Payment Mode: The payment method used for the expense.
  • Payment Status: The status of the payment (e.g., Paid, Unpaid).

2. Adding a New Expense

1. Click the Add Button:

• Click the + Add button (visible if you have the expenses_create permission).

• Enter the required details such as date, expense category, amount, and payment mode in the Add/Edit modal.

• Click the Save button to create the new expense.
• If successful, the expense will appear in the table.

3. Editing an Expense

1. Locate the Expense:

• Find the expense you want to edit in the table.

• Click the Edit button (visible if you have the expenses_edit permission).
• Note: Approved expenses cannot be edited.

• Modify the necessary fields in the Add/Edit modal.

• Click the Save button to apply the changes.

4. Deleting an Expense

1. Single Deletion:

• Locate the expense you want to delete in the table.
• Click the Delete button (visible if you have the expenses_delete permission).
• Confirm the deletion in the confirmation dialog.
• Note: Approved expenses cannot be deleted.

• Select multiple expenses using the checkboxes in the table.
• Click the Delete Selected button.
• Confirm the deletion in the confirmation dialog.

5. Filtering and Searching

1. Filter by Expense Category:

• Use the dropdown menu to select an expense category.
• The table will update to show only expenses in the selected category.

• Use the dropdown menu to select a user.
• The table will update to show only expenses recorded by the selected user.

• Use the date range picker to filter expenses by a specific date range.

• Use the tabs at the top of the table to filter expenses by status:
  • All: Displays all expenses.
  • Pending: Displays expenses awaiting verification.
  • Verified: Displays verified expenses.
  • Approved: Displays approved expenses.
  • Rejected: Displays rejected expenses.

6. Managing Payments

1. Add Payment:

• Locate an expense with a status of Approved and a payment status of Unpaid.
• Click the Add Payment button to record a payment for the expense.

• Click the View Payments button to see the payment history for an expense.

• For approved expenses, click the Download Expense Voucher button to generate a voucher for the expense.

Permissions

• Add Expenses: Requires expenses_create permission.
• Edit Expenses: Requires expenses_edit permission.
• Delete Expenses: Requires expenses_delete permission.
• View Payments: Requires expenses_view permission.
• Add Payments: Requires payment_out_create permission.

Troubleshooting

• Save Button Disabled:
  • Ensure all required fields are filled in the Add/Edit modal.
• Permission Issues:
  • Verify that your user account has the necessary permissions to perform the action.
• Filters Not Working:
  • Ensure the selected filters match the data in the table.

Key Features

• Dynamic Table:
  • View, search, and filter expenses in a responsive table.
• Add/Edit Modal:
  • Easily add or edit expenses using a user-friendly modal.
• Bulk Actions:
  • Perform bulk deletions for multiple expenses at once.
• Payment Management:
  • Add and view payments for expenses.
• Status Tabs:
  • Quickly filter expenses by their status using tabs.