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Create, Edit & Delete Expense

To record business costs in the system, you need to create a new expense entry. This process captures vendor details, invoice references, amounts, taxes, and supporting documents in one place. Creating an expense ensures accurate financial records, smoother reimbursements, and proper GST/TDS compliance. If you’re not familiar with the basics of the module, please refer to the Expenses article before continuing with this tutorial.

➕ Create New Expense Record

Step 1: Access Expense Module

  • Log in to DaaI Business Suite.
  • Navigate: Main Menu → Finance → Expenses.
  • Click ➕ Add (Green button).

Step 2: Fill Expense Details

  • Referenced Expense ID → (Optional) Enter if linked to previous expense.
  • Expense Type → Choose from dropdown (Salary, Utilities, Bank Charges, etc.).
  • Invoice Date & Payment Date → Select from calendar 📅.
  • Is Reimbursement?
    • Tick if applicable.
    • A User ID dropdown will appear → Select employee.
    • Expense will reflect under reimbursement.
  • Vendor/Supplier → Select from dropdown or ➕ Add new vendor.
    • Vendor details auto-fill (address, GSTIN, etc.).
  • Supplier Address → Auto-filled, editable.
  • Invoice Number → Enter unique reference.
  • Net Amount → Before tax.
  • Total Amount → After tax/adjustments.
  • Is GST? → Tick if applicable. New fields (CGST, SGST, IGST) will appear.
  • Is TDS? → Tick if applicable → System auto-calculates and deducts.
  • PAN of Deductee → Required for TDS.
  • Payment Reference Number → UTR/cheque/DD reference.
  • Payment Mode → Select mode (Bank, Cash, etc.).
  • Description → Brief purpose.
  • Email/Phone → Vendor contact.
  • Documents → Upload invoices/receipts 📎.
  • Notes → Enter extra remarks.

⚠️ Important:

  • If you mark this expense as “Is Reimbursement?” (Ref – Reimbursement Flow & Basics)
    • The system will automatically create a Reimbursement record linked to this expense.
    • You cannot create a reimbursement directly; it always comes from an expense marked as reimbursement.
  • If you select Cash as the Payment Mode: (Ref – Auto-Linking with Expense & Reimbursement)
    • The system auto-creates a linked Petty Cash Expense record (whether normal expense or reimbursement).
    • The Petty Cash Balance is reduced by the total payable amount.
    • ⚠️If the Expense/Reimbursement amount is later changed, the Petty Cash record will not update automatically. This prevents accidental mismatches.

Step 3: Save Record

  • 💾 Save → Stores the expense in system. An Expense Number/ID will be generated automatically (FY-wise).
  • ❌ Close → Exit without saving.

✏️ Edit an Expense

  1. Go to Menu → Finance → Expenses.
  2. Search for the record in the list or use filters to narrow down results.
  3. Click on the record you wish to edit → The Expense Details View will open.
  4. Click Edit (you must have Edit Permission).
  5. Make the necessary changes.
  6. Click 💾 Save to update the record or ❌ Cancel to discard changes.

🗑 Delete an Expense

  1. Go to Menu → Finance → Expenses.
  2. Search for the record in the list or use filters to locate it.
  3. Click on the record you wish to delete → The Expense Details View will open.
  4. Click Edit (you must have Edit Permission).
  5. Scroll to the bottom of the editable form.
  6. Click the 🗑 Delete button (shown in red).
  7. Confirm the deletion → The record will be permanently removed.

📝 Notes

  • Vendor auto-fill saves time → Always verify details.
  • Use Referenced Expense ID for recurring expenses.
  • Expense Number is generated financial year-wise automatically once record is successfully generated.

⚠️ Warnings

  • Enter Invoice Number correctly → Avoid mismatched records. Wrong invoice number or skipped save → Data mismatch.
  • If you Close without saving, all entries will be lost.
  • Deleted expenses cannot be recovered. Only Admins should perform deletions to avoid accidental data loss.

⭐ Important Points

  • Uploaded documents must be clear & valid (PDF, JPG, PNG).
  • if “Is TDS = True” TDS challan is auto-generated, Kindly go to TDS module and review carefully TDS challan record created.
  • If “IS Reimbursement ? = True” go to Reimbursment module and review auto created reimbursment. This will be used to reimburse expenses to Employee.

➡️ Once your expense records are created and managed, you can move to the next step—Tracking, Categorizing & Exporting Expenses—to learn how to organize expenses for reporting and analysis. For compliance-related details, refer to the Expense GST & TDS article.