Expenses

Overview

The Expenses module is used to record and manage expenses incurred by the organization. Each expense entry captures information such as the expense template, amount, branch, recipient, payment method, settlement details, and supporting documentation.

Multiple expense entries can be added within a single expense record, allowing the total expense amount to be distributed across different payment methods when required.

Interface Overview

The Expenses interface displays existing expense records in a tabular format.

The main controls and information available include:

  • Search – Search existing expense records using the expense template.

  • Filter – Filter records using multiple expense-related criteria.

  • Refresh – Reload the latest expense records.

  • Create New – Add a new expense record.

  • Action Menu (⋮) – Provides options to View, Edit, or Delete an expense record.

The interface also displays summary information at the top of the page:

  • Total Settled Amount – Total amount that has been settled.

  • Total Label Count – Number of expense labels/entries.

  • Total Pending Amount – Total amount that remains pending.

The expense list displays the following information:

Field

Description

Entry Code

Unique code assigned to the expense entry.

Template Name

Expense template associated with the record.

Recipient

Person or entity receiving the expense, along with the recipient type where applicable.

Pending Amount

Amount that remains pending for settlement.

Amount

Total amount recorded for the expense.

Settlement Type

Payment or settlement method used for the expense.

Settlement Date

Date and time associated with the settlement.

Managing Expense Records

The Action Menu (⋮) available for each expense record provides the following options:

  • View – Opens the expense record to view its complete details.

  • Edit – Allows the expense information to be modified.

  • Delete – Removes the expense record from the system.

The actions available may depend on the user's permissions.

Search & Filter Functionalities

The search bar can be used to search expense records based on the expense template.

The Filter option can be used to narrow down records using specific criteria.

Available filters include:

  • Expense Type – Filter expenses based on the type of expense.

  • Branch – Filter expenses associated with a specific branch.

  • Start Date – Show expenses from a specified date.

  • End Date – Show expenses up to a specified date.

  • Settlement Type – Filter records based on their settlement/payment method.

  • Expense Template – Filter records based on the selected expense template.

These filters can be combined to locate specific expense records more efficiently.

Creating an Expense

To create a new expense:

  1. Open Accounts → Expenses.

  2. Click Create New.

  3. Select the required Expense Template using the + button at the top.

  4. Enter the required Amount.

  5. Select the Branch associated with the expense.

  6. Select the Recipient Type — Customer, Employee, or Other.

  7. Select the relevant recipient or employee where applicable.

  8. Add an attachment if supporting documentation is required.

  9. Select the required Payment Type.

  10. Enter the amount to be paid through the selected payment method.

  11. Click the + button beside the payment amount to add the payment entry.

  12. Repeat the payment entry process if the expense needs to be split across multiple payment methods.

  13. Enter a Remark, if required.

  14. Click Save.

Once saved, the expense is added to the expense list and assigned a unique entry code.

Expense Entry Details

Each expense added during the creation process contains its own set of details.

Field

Description

Template Name

Expense template used for the expense entry. This field is required.

Amount

Total amount allocated to the expense entry. This field is required.

Branch

Branch associated with the expense.

Attachment

Supporting document that can be uploaded in PDF or PNG format.

Recipient Type

Defines the recipient as Customer, Employee, or Other.

Employee

Employee associated with the expense when applicable.

Settled Date Time

Date and time associated with the expense settlement.

Payment Type

Payment method used for settling the expense.

Remark

Additional information or notes about the expense.

Adding Multiple Expense Entries

A single expense creation screen can contain multiple expense entries.

To add another expense:

  1. Click the + button at the top of the expense creation screen.

  2. Select the required Expense Template.

  3. A new expense section is added to the screen.

  4. Fill in the required details for that expense.

  5. Repeat the process to add additional expenses as required.

Each added expense is maintained as a separate entry within the same creation screen.

Splitting an Expense Across Payment Methods

Caddayn Biller allows the amount of an expense to be divided across multiple payment methods.

For example, an expense can be settled using Cash and Credit Card instead of using a single payment method.

To split an expense:

  1. Select the required Payment Type.

  2. Enter the amount to be paid through that method.

  3. Click the + button beside the amount field.

  4. The payment entry is added to the expense.

  5. Select another payment method if required.

  6. Enter the corresponding amount and click + again.

  7. Continue until the required amount has been allocated.

Each added payment appears separately under the payment section and can be removed using its delete icon.

The screenshot example shows an expense being split between Cash – ₹11,000 and Credit Card – ₹4,000, while the total expense amount is ₹15,000.

Production Notes

  • Each expense record is assigned a unique Entry Code after creation.

  • The ⋮ menu provides View, Edit, and Delete options for each expense record.

  • Multiple expenses can be added from the same expense creation screen.

  • A single expense can be split across multiple payment methods using the + button beside the payment amount.

  • Supported payment types include Cash, Credit Card, Debit Card, UPI, and Pending.

  • Expense records can be filtered using expense type, branch, date range, settlement type, and expense template.

  • Supporting documents can be uploaded in PDF or PNG format.

  • The Pending Amount displayed in the expense list indicates the amount that remains pending for settlement.

  • Recipient types include Customer, Employee, and Other.