===== Expenses =====
Please refer to the guide below for detailed information on expenses module.
++++ Manage Expenses: Overview of all expenses list including their statuses |
=== Manage Expenses ===
  * Log on to [[https://app.chillhub.com.my|Chillhub App]] 
  * Navigate the expenses page by selecting **Menu** -> **Expenses** \\ {{:expense:expense_1.jpg?600|}}
  * The following options are located on the toolbar
    * {{mdi>magnify?24}} **Search**: Allows you to search for specific data
    * {{mdi>refresh?24}} **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>plus?24}} **New**: Creates a new entry or record in the system.
  * Additional Filter & Summary:
    * **Select Month**: a calendar selector that allows you to filter expenses by a specific month. 
    * **Monthly Total**: Displays a summarized breakdown of the amounts for the selected 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)//
    * {{mdi>chevron-up?24}}: Expand row to view more details.
    * {{mdi>pencil?24}}: Modify expense details (Mobile View: expand row to access)
    * {{mdi>content-copy?24}}: Duplicate an existing expense (Mobile View: expand row to access)
    * {{mdi>delete?24}}: Delete the expense record
    * **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      * **Cancelled**: Expense has been withdrawn or voided.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.
    * **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.
    * **Description**: Details or purpose of the expense.
    * **Employee**: The name of the employee (e.g. salespersons) responsible for the expenses.
	* **Supplier**: The vendor or supplier associated with the expense.
    * **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 ===
\\ {{:expense:expense_2.jpg?600|}}
  * **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.
    * **Upload Receipt**: Click Upload Receipt and select an image/pdf file.
    * Alternatively, simply drag your file from your computer and drop it into the designated upload area
    * Attachment Options:
      * {{mdi>eye?24}}: Open and preview the image or PDF.
      * {{mdi>delete?24}}: Remove the attachment.
      * {{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.
      * **Amount**: The total amount detected on the receipt will be automatically populated in **Amount** field.
      * **Reference No.**: Any detected invoice or receipt numbers will be suggested for the **Reference No.** field. The field also supports auto-completion when typing.
  * **Description**: Details or purpose of the expense.
  * **Expense Account**: The account under which the expense falls.
  * **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.
  * **Reference No.**: Any relevant reference number (receipt/invoice) for tracking.
  * **Payment & Accounting**: This section defines payment information, and the accounting accounts used for recording transactions. Only sub-users with **Expense – Full Access** are permitted.
    * **Is Paid**: Indicates whether the expense has been paid.
    * **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 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. 
    * **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.
    * **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.
      * {{mdi>map-marker?24}}: Click to open the location in Google Maps.
    * **Postcode**: The postal code of the supplier’s address.
    * **City**: The city where the supplier is located.
    * **State**: The state where the supplier is located.
    * **Country**: The country where the supplier is based.
  * **Self-billed e-Invoice**:
    * **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.//
  * **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//.	
++++
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