Tracking, Categorizing & Exporting Expenses

📊 The Expense Module in Daai Business Suite allows you to track, categorize, and export all expenses in a structured way. This ensures proper financial reporting, clear categorization, and easy access for audits.

🔍 How to Track Expenses?

1. Go to Menu → Finance → Expenses.
2. Use the Search Bar to quickly find an expense by vendor, invoice number, or reference.
3. Apply Filters (date range, vendor, category, payment status, etc.) to narrow down results.
4. The system displays all matching records in a table view with details like amount, GST, TDS, category, and payment status.
5. The grid is sortable by Amount, Vendor, Date; the list view also supports Group By Expense Type for fast categorization checks.
6. Click any record to open its detail view for more information.

⚠️ Notes

• Tracking ensures you always know pending, reimbursed, or cleared expenses.
• Petty Cash Expenses can be tracked through their linked Expense IDs.
• Use the Petty Cash Module grid to verify cash-based expenses alongside other recorded transactions.

🗂 How to Categorize Expenses?

• While creating / editing an expense record, locate the Expense Type field.
• Select the correct category from the dropdown (e.g., Salary, Utility, Bank Charges, Vendor Payment, Reimbursement, etc.).
• Save the record → Expense will now appear under that category in reports.
• Categories drive the PnL report and the Liability view.

⚠️ Notes

• Proper categorization ensures accurate reporting in Finance Reports.
• Reimbursement expenses must always be marked with the Is Reimbursement checkbox for correct employee tracking.
• Settings → Dropdown Settings → Expense Type lets you add new categories. PF / ESIC / Professional Tax are System-managed (do not delete or rename freely).

📑 How to Export Expenses for Audit?

1. Go to Menu → Finance → Expenses.
2. Apply Date Range or Filter to select the required period.
3. Click Actions → Export (or the kebab ⋮ menu).
4. Choose PDF, Excel, or CSV format.
5. The system generates a statement including all saved expense fields plus the auto-generated Expense Number, linked Reimbursement, and linked TDS Challan number where applicable.

⚠️ Notes

• Exported reports are useful for internal reviews and external statutory audits.
• Ensure expense entries are accurate before exporting → Incorrect data will reflect in the reports.

⭐ Important Points

• Always categorize expenses correctly to avoid misreporting.
• Use filters regularly for quick analysis (e.g., vendor-wise spending, monthly utility costs).
• Export reports periodically for smooth audit preparation and financial compliance.