expense [Chillhub App Knowledge Base]

Please refer to the guide below for detailed information on expenses module.

Manage Expenses: Overview of all expenses list including their statuses

Expense Form: Create or edit expense details

Expense Form

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- Cancelled: Expense has been withdrawn or voided.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:
  - : Open and preview the image or PDF.
  - : Remove the attachment.
  - : Rotate an uploaded image (not applicable to PDFs).
  - : 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).
- : 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).
    - : 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.
  - : 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.
  - : 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 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.