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 a New Expense Record

Step 1: Access Expense Module

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

Step 2: Fill Expense Details

Basic

• Referenced Expense ID → (Optional) Enter if linked to a previous expense (e.g., recurring).
• Expense Type → Choose from dropdown (Salary / PF / ESIC / Professional Tax / Bank Charges / Vendor Payment / Reimbursement / Utilities, etc.).
• Invoice Date & Payment Date → Select from calendar 📅.

Reimbursement / User

• Is Reimbursement?
  • Tick if the expense belongs to an employee.
  • A User ID dropdown will appear → Select employee.
  • Expense will reflect under the Reimbursement Module.

Vendor

• Vendor / Supplier → Select from dropdown or click ➕ Add new vendor inline.
  • Vendor details auto-fill (address, GSTIN, etc.).
• Supplier Address → Auto-filled, editable.

Amounts

• 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-computes (defaults to 10% of Net Amount; adjust as needed).
• PAN of Deductee → Required for TDS.

Payment

• Payment Reference Number → UTR / cheque / DD reference.
• Payment Mode → Select mode (Bank / Cash / UPI / Cheque).

Misc

• Description → Brief purpose.
• Email / Phone → Vendor contact.
• Documents → Upload invoices / receipts 📎 (PDF / JPG / PNG).
• 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 debit 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.
• If a Payment has Borne by = We, an associated Bank Charges expense is auto-created and flows into this list too (paid via Bank, not Cash — does not affect Petty Cash).

Step 3: Save Record

• 💾 Save → Stores the expense in system. An Expense Number / ID is auto-generated (e.g., 25-26/E0042).
• ❌ 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 / Update to update the record or ❌ Cancel to discard changes.

⚠️ Editing payment fields does not retroactively update Petty Cash records. Plan the payment correctly before saving.

🗑 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 / Delete 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.

⚠️ Deletes are permanent; only Admins should delete. The TDS Challan or Reimbursement linked to this expense is removed too.

📝 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 created.

⚠️ 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. Go to the TDS Challan module and review carefully.
• If Is Reimbursement = True → Go to Reimbursement module and review the auto-created reimbursement. This will be used to reimburse expenses to the 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.