✅ References
- For detailed step-by-step process see Create, Edit & Delete Expense.
- For Salary Expenses see How to Generate Salary.
- For TDS Challan process see Manage Expense GST & TDS.
- For Reports & Analysis see Finance Reports.
The Expense Module in Daai Business Suite helps businesses record, track, and manage every business expense — vendor invoices, employee reimbursements, statutory payments — in a single place with proper GST & TDS compliance. Whether it’s vendor payments, employee reimbursements, bank charges, salaries, or utility bills, all expenses stay organized, traceable, and audit-ready.
📍 Module Location
Main Menu → Finance → Expenses.
✅ Why use it?
- Ensures all expenses are systematically recorded.
- Automates GST & TDS compliance.
- Simplifies reimbursements and vendor payments.
- Generates expense reports for audits and financial analysis.
- Provides clear visibility for Admin, Managers, and Employees based on access rights.
- Links automatically with Reimbursement and TDS modules for seamless processing.
🛠 Capabilities
- Create / edit / delete expense (with permissions).
- Mark Is Reimbursement → auto-creates a Reimbursement record.
- Mark Is GST → enter CGST / SGST / IGST values.
- Mark Is TDS → enter PAN of Deductee → auto-creates a TDS Challan row.
- Pay by Cash → auto-decrements Petty Cash.
- Attach vendor invoice PDFs (doc-chip rendering).
- Bulk import (Download Sample → Validate & Import).
- Export to CSV / Excel / PDF for audits.
🔑 Access Permissions
- Admin → Can view & manage all expenses (including logs of all users).
- Employees → Can view their own expenses, unless granted access to others’ logs.
- Permissions can be customized by Admin from Users → Roles.
🛠 Prerequisites
Before creating an expense, make sure you have:
- Vendor / Supplier details (Name, Address, GSTIN if applicable).
- Invoice details (Invoice number, dates, reference numbers).
- Expense category (Salary, Utility, Bank Charges, etc.).
- Reimbursement details if expense is on behalf of an employee.
- Payment details (mode, reference number, amount).
⭐ Important
- Always tick Is Reimbursement if the expense belongs to an employee → system will auto-create a linked record in the Reimbursement Module.
- Expense Number is auto-generated, financial year–wise (e.g.,
25-26/E0042).- System Expense Types for PF / ESIC / Professional Tax are centralized — don’t manually re-number them; the engine looks them up internally.
- If Is TDS = true → a TDS challan is auto-generated → review carefully in the TDS Challan Module before filing.
- Uploaded documents must be clear & valid (PDF, JPG, PNG).
- When an Expense or Reimbursement is paid via Cash, the system will automatically:
- Create a new Petty Cash debit record.
- Deduct the payable amount from the Petty Cash Balance.
- If the Expense / Reimbursement payment is edited later, the Petty Cash record will not auto-update (to avoid confusion).
- Petty Cash Balance updates in real-time only when Credit records are edited directly in the Petty Cash Module.
- Once an Expense generates a TDS Challan or Reimbursement, those linked records propagate forward.
📝 Notes
- Export Statement for Audit → Click Actions → Export to generate a PDF / Excel statement for the selected period with all saved expense fields.
- Useful for both internal and external audits.
⚠️ Warnings
- Enter Invoice Number correctly → wrong entry or mismatch impacts reports and reconciliation.
- Ensure Net & Total Amounts are correct → these flow into reports.
- Wrong GST / TDS selection may generate incorrect challans or compliance errors.