How to Create or Update Expenses in Tracepos

The Add/Edit Expense feature in Tracepos allows users to create or update expense records with detailed information such as category, beneficiary, amount, and payment details. This guide explains how to use the feature effectively.

Accessing the Add/Edit Expense Drawer

1. Navigate to the Expenses section under the Expense Manager in the Tracepos dashboard.
2. Click the + Add button to create a new expense or the Edit button to modify an existing expense.
3. The Add/Edit Expense Drawer will open, allowing you to input or update expense details.

Steps to Add or Edit an Expense

1. Fill in the Expense Details

• Expense Category:
  • Select the appropriate category for the expense from the dropdown menu.
  • If the desired category is not available, click the Add Category button to create a new one.
• Beneficiary:
  • Select the beneficiary (e.g., staff member) associated with the expense.
  • If the desired beneficiary is not listed, click the Add Staff button to add a new staff member.
• Date:
  • Use the date picker to select the date of the expense.
• Amount:
  • Enter the total amount of the expense.
  • The currency symbol is displayed based on the system settings.

2. Payment Details

• Payment Mode:
  • Select the payment mode (e.g., Cash, Bank Transfer) from the dropdown menu.
  • If the desired payment mode is not available, click the Add Payment Mode button to create a new one.
• Expense Status:
  • Choose the status of the expense:
    • Pending: Expense is awaiting verification or approval.
    • Verified: Expense has been verified.
    • Approved: Expense has been approved.
    • Rejected: Expense has been rejected.

3. Attach Supporting Documents

• Bill/Receipt:
  • Upload a bill or receipt for the expense.
  • Supported formats include images and PDFs.
  • Drag and drop the file or click the upload area to select a file.

4. Add Notes

• General Notes:
  • Add any additional information or comments about the expense.
• Verified Notes (if status is Verified):
  • Provide notes related to the verification process.
• Approval Notes (if status is Approved):
  • Add notes regarding the approval of the expense.
• Rejected Notes (if status is Rejected):
  • Specify the reason for rejecting the expense.

5. Save or Cancel

• Save:
  • Click the Create button to save a new expense or the Update button to save changes to an existing expense.
• Cancel:
  • Click the Cancel button to close the drawer without saving changes.

Key Features

• Dynamic Dropdowns:
  • Add new categories, staff members, or payment modes directly from the form.
• Real-Time Validation:
  • The form provides instant feedback for missing or incorrect inputs.
• File Upload:
  • Attach supporting documents for better record-keeping.
• Responsive Design:
  • The drawer adjusts its width based on the screen size for better usability.

Permissions

• Add Expenses: Requires expenses_create permission.
• Edit Expenses: Requires expenses_edit permission.
• Approve/Verify Expenses: Requires expenses_approve, expenses_verify, or expenses_reject permissions.

Troubleshooting

• Save Button Disabled:
  • Ensure all required fields are filled and valid.
• Dropdown Missing Options:
  • Use the Add buttons to create new categories, staff members, or payment modes.
• File Upload Issues:
  • Ensure the file format is supported (image or PDF).