expense

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expense [2026/01/30 07:54] – chillhubadminexpense [2026/07/10 09:05] (current) – chillhubadmin
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   * Navigate the expenses page by selecting **Menu** -> **Expenses** \\ {{:expense:expense_1.jpg?600|}}   * Navigate the expenses page by selecting **Menu** -> **Expenses** \\ {{:expense:expense_1.jpg?600|}}
   * The following options are located on the toolbar   * The following options are located on the toolbar
-    * {{mdi>magnify?24}} **Search**: Allows you to search for specific data +    * {{mdi>magnify}} **Search**: Allows you to search for specific data 
-    * {{mdi>refresh?24}} **Refresh**: Updates the current view by reloading the data +    * {{mdi>refresh}} **Refresh**: Updates the current view by reloading the data 
-    * {{mdi>download?24}} **Export to Excel**: Enables exporting the current view data to an Excel file. +    * {{mdi>download}} **Export to Excel**: Enables exporting the current view data to an Excel file. 
-    * {{mdi>plus?24}} **New**: Creates a new entry or record in the system.+    * {{mdi>plus}} **New**: Creates a new entry or record in the system.
   * Additional Filter & Summary:   * Additional Filter & Summary:
     * **Select Month**: a calendar selector that allows you to filter expenses by a specific month.      * **Select Month**: a calendar selector that allows you to filter expenses by a specific month. 
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       * **Total Expenses**: The total amount of expenses within the month.       * **Total Expenses**: The total amount of expenses within the month.
   * Data Table: //(Note that some of these columns may be hidden in the row details)//   * Data Table: //(Note that some of these columns may be hidden in the row details)//
-    * {{mdi>chevron-up?24}}: Expand row to view more details. +    * {{mdi>chevron-up}}: Expand row to view more details. 
-    * {{mdi>pencil?24}}: Modify expense details (Mobile View: expand row to access) +    * {{mdi>pencil}}: Modify expense details (Mobile View: expand row to access) 
-    * {{mdi>content-copy?24}}: Duplicate an existing expense (Mobile View: expand row to access) +    * {{mdi>content-copy}}: Duplicate an existing expense (Mobile View: expand row to access) 
-    * {{mdi>delete?24}}: Delete the expense record+    * {{mdi>delete}}: Delete the expense record
     * **Date**: The date the expense     * **Date**: The date the expense
     * **Status**: Indicates the current stage of the expense claim.     * **Status**: Indicates the current stage of the expense claim.
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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.
 +    * **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.
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     * Alternatively, simply drag your file from your computer and drop it into the designated upload area     * Alternatively, simply drag your file from your computer and drop it into the designated upload area
     * Attachment Options:     * Attachment Options:
-      * {{mdi>eye?24}}: Open and preview the image or PDF. +      * {{mdi>eye}}: Open and preview the image or PDF. 
-      * {{mdi>delete?24}}: Remove the attachment. +      * {{mdi>delete}}: Remove the attachment. 
-      * {{mdi>rotate-right?24}}: Rotate an uploaded image (not applicable to PDFs). +      * {{mdi>rotate-right}}: 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).    +      * {{mdi>creation}}: **AI-Powered Expense Extraction**: Automatically extract the **Date**, **Amount**, **Reference No** //(Invoice/Receipt Number)//, select the best-suited **Expense Account**, and populate a short **Description**.  
-    * After uploading a receipt or invoice, an //Optical Character Recognition (OCR)// library scans the document to extract relevant information automatically. +        * Tailor the AI's instructions to your needs under **Settings > Purchase > AI Expense Extraction Rules**. 
-      * **Amount**: The total amount detected on the receipt will be automatically populated in **Amount** field. +        * //Note: Requires the AI Productivity add-on. Each request consume **1 AI Credit**. You can track your remaining free balance at the top of this dialog.// 
-      * **Reference No.**: Any detected invoice or receipt numbers will be suggested for the **Reference No.** field. The field also supports auto-completion when typing.+        * PDFs longer than 5 pages will prompt you to select a page range
   * **Description**: Details or purpose of the expense.   * **Description**: Details or purpose of the expense.
   * **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}}: 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.
-  * **Is Paid**: Indicates whether the expense has been paid. +  * **Payment & Accounting**: This section defines payment information, and the accounting accounts used for recording transactions. Only sub-users with **Expense – Full Access** are permitted. 
-  * **Payment Date**: The date the payment was made.  +    * **Is Paid**: Indicates whether the expense has been paid. 
-  * **Payment Reference No.**: A reference number for tracking the payment transaction. (e.g., transaction ID, cheque number). +    * **Payment Date**: The date the payment was made.  
-  * **Cash Account**: The cash account used for payments. +    * **Payment Reference No.**: A reference number for tracking the payment transaction. (e.g., transaction ID, cheque number). 
-  * **Accounts Payable Account**: The account tracking outstanding payments for the expense.+    * **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}}: 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.+      * {{fa>whatsapp}}: Click to open WhatsApp chat with the customer.
     * **Person in Charge**: The main contact person at the supplier company.     * **Person in Charge**: The main contact person at the supplier company.
     * **Email Address**: The supplier's email address.      * **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.+      * {{mdi>map-marker}}: 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.
     * **State**: The state where the supplier is located.     * **State**: The state where the supplier is located.
     * **Country**: The country where the supplier is based.     * **Country**: The country where the supplier is based.
 +    * **Term**: The payment terms agreed with the supplier.
   * **Self-billed e-Invoice**:   * **Self-billed e-Invoice**:
     * **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.
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     * **Save as Cancelled**: Save changes and change status to //Cancelled//.      * **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.1769759678.txt.gz
  • Last modified: 2026/01/30 07:54
  • by chillhubadmin