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How to Create Expenses ?

Here’s a user-friendly guide to filling out the Expense Module with added functionality details:

Step 1: Access the Expense :

Log in to DAAI Business Suit.

Navigate to the Expense Module via the main menu or dashboard. click on the “Add” button.

Step 2: Fill the details :

  1. Referenced Expense ID: Enter the reference ID if available.
  2. Expense Type: Select from the dropdown.
  3. Invoice Date & Payment Date: Use the calendar icon to select dates.
  4. Is Reimbursement?: Tick the checkbox. A User ID dropdown field will appear to select the user for whom the reimbursement is being added.and it will show in the Reimbursement section in the system.
  5. Vendor/Supplier: Select the vendor from the dropdown or add a new one using the “+” button.

Note: When a supplier is selected, their address and other details will be auto-filled in the form.

  1. Supplier Address: Automatically filled when selecting a vendor, but you can manually adjust if needed.
  2. Invoice Number: Enter the invoice number.
  3. Net & Total Amount:

Net Amount: Amount before taxes.

Total Amount:  Enter these values in the respective fields.

  1. Is GST/TDS: Tick GST if it applies to this expense. Tick TDS if applicable, and TDS Challan will be auto-generated after saving and navigating to the TDS Challan field for further action.
  2. Payment Reference Number: Input the reference number.
  3. Description: Type in a brief description.
  4. Payment Mode: Choose the mode from the dropdown.
  5. Email & Phone: Enter the contact details.
  6. Documents:  Click Choose Files to upload.
  7. Notes:  Type your notes in the provided space.

Step 3: Save & Close :

Save: Click to save the expense details.

Close: Use this to exit without saving.

Additional Notes :

Reimbursement: Tick “Is Reimbursement?” to add expenses for a specific user. A User ID dropdown will appear.

Vendor Auto-fill: Selecting a vendor auto-fills their details like an address. Verify for accuracy.

TDS Handling: Ticking “Is TDS?” auto-generates a TDS Challan and redirects to the TDS Challan field.

GST Details: Tick “Is GST?” and provide the correct GSTIN to ensure compliance.

Expense Tracking: Use Referenced Expense ID for linked or recurring expenses.

Net vs Total Amount: Ensure correct amounts before and after tax.

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