Expense Templates
Overview
The Expense Templates submodule is used to create and manage predefined expense templates that can later be selected while creating expenses in the Expenses module.
An expense template stores commonly used expense information such as the template name, amount, branch, expense type, recipient type, payment split, and other supporting details. Templates can also be configured as recurring when the expense is repeated regularly.
Once created, these templates can be selected when adding an expense, reducing the need to enter the same information repeatedly.
Interface Overview
The Expense Templates interface displays existing expense templates in a tabular format.
The main controls and information available include:
Search – Search existing expense templates.
Filter – Filter templates using different template-related criteria.
Refresh – Reload the latest expense template records.
Create New – Create a new expense template.
Action Menu (⋮) – Provides actions for managing an individual template.
The expense template list displays the following information:
Field | Description |
|---|---|
Expense Code | Unique code assigned to the expense record/template. |
Expense Name | Name of the expense template. |
Expense Type | Expense category associated with the template. |
Pending Amount | Amount that remains pending for the expense. |
Amount | Amount configured for the expense template. |
Recipient | Recipient associated with the expense, along with the recipient type. |
Created At | Date and time when the record was created. |
Managing Expense Templates
The Action Menu (⋮) available for an expense template provides options to manage the record.
View – Opens the template to view its complete details.
Edit – Allows the template information to be modified.
Delete – Removes the template from the system.
The actions available may depend on the user's permissions.
Search & Filter Functionalities
The search bar can be used to locate expense templates by their name or related information.
The Filter option can be used to narrow down templates using specific criteria.
Available filters include:
Created By – Filter templates based on the employee who created them.
Expense Type – Filter templates according to their associated expense type.
Branch – Filter templates assigned to a specific branch.
Recipient Type – Filter templates based on the selected recipient type.
Minimum Amount – Show templates with an amount at or above the specified value.
Maximum Amount – Show templates with an amount at or below the specified value.
Recurring – Filter templates based on whether they are configured as recurring or non-recurring.
Payment Type – Filter templates according to the configured payment method.
These filters can be combined to locate specific expense templates efficiently.
Creating an Expense Template
To create a new expense template:
Open Accounts → Expense Templates.
Click Create New.
Enter the Template Name.
Enter the Amount.
Select the Branch.
Upload an Attachment, if required.
Enter a Description, if required.
Enable Recurring if the expense is a recurring expense.
Add the required Payment Splits.
Select the Expense Type.
Select the required Recipient Type.
Complete any remaining required fields.
Click Save Changes.
Once saved, the expense template becomes available for use when creating expenses in the Expenses module.
Expense Template Fields
Field | Description |
|---|---|
Template Name | Name used to identify the expense template. This field is required. |
Amount | Amount configured for the expense template. This field is required. |
Recurring | Indicates whether the expense is configured as a recurring expense. |
Branch | Branch associated with the expense template. This field is required. |
Attachment | Supporting document that can be uploaded in PDF or PNG format. |
Description | Additional information or notes related to the expense template. |
Payment Splits | Allows the configured amount to be distributed across different payment methods. |
Expense Type | Expense category associated with the template. This field is required. |
Recipient Type | Defines the type of recipient associated with the expense. |
Recipient | The relevant recipient associated with the selected recipient type, where applicable. |
Configuring Recurring Expenses
The Recurring option can be enabled while creating an expense template.
When enabled, the template is identified as a recurring expense rather than a one-time expense.
To configure a recurring template:
Enter the required Amount.
Enable the Recurring toggle beside the amount field.
Continue entering the remaining template details.
Save the template.
The recurring status can also be used as a criterion when filtering expense templates.
Adding Payment Splits
The Payment Splits section allows the configured expense amount to be divided between different payment methods.
To add a payment split:
Select the required Pay Method.
Enter the corresponding Amount.
Click the + button.
The payment split is added to the template.
Repeat the process to add additional payment methods.
This allows a single expense template to define how its amount is distributed across multiple payment methods.
Added payment splits can be reviewed in the payment split section.
Selecting a Recipient Type
The Recipient Type field determines the type of party associated with the expense template.
Available recipient types include:
Other
Customer
Employee
Supplier
Select the appropriate recipient type based on the nature of the expense.
Production Notes
Expense templates are used as predefined entries when creating records in the Expenses module.
Each expense template is assigned an Expense Code.
Templates can be searched and filtered using several criteria, including creator, expense type, branch, recipient type, amount range, recurring status, and payment type.
The ⋮ menu provides options to View, Edit, and Delete templates.
Expense templates can be configured as Recurring.
Payment amounts can be divided into multiple Payment Splits.
Supported recipient types include Other, Customer, Employee, and Supplier.
Supporting documents can be uploaded in PDF or PNG format.
The configured expense type and recipient information are retained with the template and can be used when the template is selected during expense creation.