expense

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expense [2025/02/21 03:32] – chillhubadminexpense [2026/04/27 08:32] (current) – chillhubadmin
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     * {{mdi>delete?24}}: Delete the expense record     * {{mdi>delete?24}}: Delete the expense record
     * **Date**: The date the expense     * **Date**: The date the expense
 +    * **Status**: Indicates the current stage of the expense claim.
 +      * **Draft**: Expense is created but not submitted.
 +      * **Submitted**: Expense has been submitted and is pending approval.
 +      * **Approved**: Expense has been approved and posted.
 +      * **Rejected**: Expense has been reviewed but rejected.
 +      * **Cancelled**: Expense has been withdrawn or voided.
     * **Expense Account**: The account under which the expense falls.     * **Expense Account**: The account under which the expense falls.
     * **Amount**: The total cost of the expense.     * **Amount**: The total cost of the expense.
 +    * **Currency**: The currency code used for this document (e.g., MYR, USD). 
     * **Is Paid**: Indicates whether the expense has been paid.     * **Is Paid**: Indicates whether the expense has been paid.
     * **Description**: Details or purpose of the expense.     * **Description**: Details or purpose of the expense.
     * **Employee**: The name of the employee (e.g. salespersons) responsible for the expenses.     * **Employee**: The name of the employee (e.g. salespersons) responsible for the expenses.
  * **Supplier**: The vendor or supplier associated with the expense.  * **Supplier**: The vendor or supplier associated with the expense.
- * **Reference No.**: Any relevant reference number (receipt/invoice) for tracking.+    * **Reference No.**: Any relevant reference number (receipt/invoice) for tracking. 
 +    * **Remark**: Any additional notes or remarks related to the expense.
 ++++ ++++
 ++++ Expense Form: Create or edit expense details | ++++ Expense Form: Create or edit expense details |
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 \\ {{:expense:expense_2.jpg?600|}} \\ {{:expense:expense_2.jpg?600|}}
   * **Date**: The date the expense   * **Date**: The date the expense
 +  * **Status**: Indicates the current stage of the expense claim.
 +    * **Draft**: Expense is created but not submitted.
 +    * **Submitted**: Expense has been submitted and is pending approval.
 +    * **Approved**: Expense has been approved and posted.
 +    * **Rejected**: Expense has been reviewed but rejected.
 +    * **Cancelled**: Expense has been withdrawn or voided.
   * Expense Attachment: Attach supporting documents (e.g., receipts or invoices) as images or PDF files.   * Expense Attachment: Attach supporting documents (e.g., receipts or invoices) as images or PDF files.
     * **Upload Receipt**: Click Upload Receipt and select an image/pdf file.     * **Upload Receipt**: Click Upload Receipt and select an image/pdf file.
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       * {{mdi>delete?24}}: Remove the attachment.       * {{mdi>delete?24}}: Remove the attachment.
       * {{mdi>rotate-right?24}}: Rotate an uploaded image (not applicable to PDFs).       * {{mdi>rotate-right?24}}: Rotate an uploaded image (not applicable to PDFs).
 +      * {{mdi>file-document-box-search?24}}: Re-scan the image using enhanced preprocessing to improve text recognition. (not applicable to PDFs).   
     * After uploading a receipt or invoice, an //Optical Character Recognition (OCR)// library scans the document to extract relevant information automatically.     * After uploading a receipt or invoice, an //Optical Character Recognition (OCR)// library scans the document to extract relevant information automatically.
       * **Amount**: The total amount detected on the receipt will be automatically populated in **Amount** field.       * **Amount**: The total amount detected on the receipt will be automatically populated in **Amount** field.
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   * **Expense Account**: The account under which the expense falls.   * **Expense Account**: The account under which the expense falls.
   * **Amount**: The total cost of the expense.   * **Amount**: The total cost of the expense.
 +    * When a foreign currency is selected, Amount is shown in both local and foreign currencies.
 +    * Updates to Amount in either currency will automatically recalculate the corresponding value using the exchange rate.
 +  * **Currency**: The currency code used for this document (e.g., MYR, USD).
 +    * Activate Multi-currency add-on in the subscription plan to select foreign currencies.
 +  * **Exchange Rate**: The rate used to convert the document currency to the base currency (Available only when a foreign currency is selected).
 +    * {{mdi>currency-usd?24}}: Fetches the exchange rate from **Bank Negara Malaysia**, with fallback to other providers if not available.
   * **Employee**: The name of the employee (e.g. salespersons) responsible for the expenses.   * **Employee**: The name of the employee (e.g. salespersons) responsible for the expenses.
   * **Reference No.**: Any relevant reference number (receipt/invoice) for tracking.   * **Reference No.**: Any relevant reference number (receipt/invoice) for tracking.
-  * **Cash Account**: The cash account used for payments. +  * **Payment & Accounting**: This section defines payment information, and the accounting accounts used for recording transactions. Only sub-users with **Expense – Full Access** are permitted. 
-  * **Accounts Payable Account**: The account tracking outstanding payments for the expense. +    * **Is Paid**: Indicates whether the expense has been paid. 
-  * **Is Paid**: Indicates whether the expense has been paid. +    * **Payment Date**: The date the payment was made.  
-  * **Payment Date**: The date the payment was made.  +    * **Payment Reference No.**: A reference number for tracking the payment transaction. (e.g., transaction ID, cheque number). 
-  * **Payment Reference No.**: A reference number for tracking the payment transaction. (e.g., transaction ID, cheque number).+    * **Payment has different Exchange Rate**: Indicates that the payment uses a different exchange rate from the expense. Only available only when a foreign currency is selected. When enabled, the following fields will be available: 
 +      * **Exchange Rate**: The rate used to convert the payment currency to the base currency (Available only when a foreign currency is selected). 
 +        * {{mdi>currency-usd?24}}: Fetches the exchange rate from **Bank Negara Malaysia**, with fallback to other providers if not available. 
 +      * **Payment Amount**: The total payment amount in local currency, calculated as **Expense Local Amount ± Foreign Exchange Gain/Loss**. This field is read-only. 
 +      * **Foreign Exchange Gain/Loss**: The gain or loss arising from differences between the expense and payment exchange rates. 
 +      * **Foreign Exchange Gain/Loss Account**: The account used to record the foreign exchange gain or loss. 
 +    * **Cash Account**: The cash account used for payments. 
 +    * **Accounts Payable Account**: The account tracking outstanding payments for the expense.
   * **Supplier**: Details of the supplier associated with the expense.    * **Supplier**: Details of the supplier associated with the expense. 
     * **Has Supplier**: Indicates if the expense is linked to a supplier. If enabled, the expense can be included in the Creditor Statement for tracking outstanding payables.     * **Has Supplier**: Indicates if the expense is linked to a supplier. If enabled, the expense can be included in the Creditor Statement for tracking outstanding payables.
     * **Supplier**: The name of the supplier.     * **Supplier**: The name of the supplier.
     * **Contact No.**: The supplier’s contact number.     * **Contact No.**: The supplier’s contact number.
 +      * {{fa>whatsapp?24}}: Click to open WhatsApp chat with the customer.
 +    * **Person in Charge**: The main contact person at the supplier company.
 +    * **Email Address**: The supplier's email address. 
     * **Address**: The supplier’s address.     * **Address**: The supplier’s address.
 +      * {{mdi>map-marker?24}}: Click to open the location in Google Maps.
     * **Postcode**: The postal code of the supplier’s address.     * **Postcode**: The postal code of the supplier’s address.
     * **City**: The city where the supplier is located.     * **City**: The city where the supplier is located.
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     * **Self-billed e-Invoice No.**: The self-billed e-Invoice number linked to the expense.     * **Self-billed e-Invoice No.**: The self-billed e-Invoice number linked to the expense.
       * **New/Edit Self-billed e-Invoice**: Open form to create or modify self-billed e-Invoice linked to the expense \\ //Self-billed e-Invoices are permitted only under specific circumstances. Please refer to Section 8 of the [[https://www.hasil.gov.my/media/uwwehxwq/irbm-e-invoice-specific-guideline.pdf|e-Invoice Guidelines]] for details on the conditions under which self-billed e-Invoices are allowed.//       * **New/Edit Self-billed e-Invoice**: Open form to create or modify self-billed e-Invoice linked to the expense \\ //Self-billed e-Invoices are permitted only under specific circumstances. Please refer to Section 8 of the [[https://www.hasil.gov.my/media/uwwehxwq/irbm-e-invoice-specific-guideline.pdf|e-Invoice Guidelines]] for details on the conditions under which self-billed e-Invoices are allowed.//
 +  * **Remark**: Any additional notes or remarks related to the expense
 +  * **Save & Close**: Save and close the form
 +    * **Save Only**: Save changes without changing status.
 +    * **Save as Draft**: Save changes and change status to //Draft//.
 +    * **Save as Submitted**: Save changes and change status to //Submitted//.
 +    * **Save as Approved**: Save changes and change status to //Approved//. 
 +      * Only sub-users with **Expense – Full Access** are permitted.
 +      * After approval, the expense can no longer be edited by the employee.
 +    * **Save as Rejected**: Save changes and change status to //Rejected//. 
 +      * Only sub-users with **Expense – Full Access** are permitted.
 +    * **Save as Cancelled**: Save changes and change status to //Cancelled//.
 ++++ ++++
 +<aichat button float>Welcome to Chillhub AI Assistant. I can help you understand and use your ERP system.</aichat>
  • expense.1740108757.txt.gz
  • Last modified: 2025/02/21 03:32
  • by chillhubadmin