Expenses
Expenses is a log of money spent by each unit, for tracking and reporting. An entry does not pay anyone, move money between accounts or go through approval.
For the step-by-step, see Record an expense. To pay someone, use a payment voucher.
Screens
| Screen | Where | What it is for |
|---|---|---|
| Expenses | Menu › Finance | The expense log of your units, with totals per currency, search and filters. |
| New expense | Add expense | The expense form. Record expense saves it. |
| Expense page | Select an expense | The details, who recorded it and when. Edit and Archive are at the top. |
Who can use it
| Permission | Allows | Held by (UATH roles) |
|---|---|---|
| View Expenses | See the log for your units. | Finance officers, DFA, Billing officers, Procurement & Stores, CMD & executive offices, Head of Audit |
| Add Expenses | Record expenses. | Finance officers, DFA, Billing officers, Procurement & Stores |
| Edit Expenses | Change recorded expenses. | Finance officers, DFA, Billing officers |
| Delete Expenses | Archive expenses. | System administrators |
| Export expenses | Download the log as CSV. | Finance officers, DFA, executive offices |
People with Approve Invoices (the CMD and executive offices) see every unit’s expenses and get a unit filter; everyone else sees only the units they belong to.
Key fields
- Amount, Currency
- How much was spent.
- Expense date
- When it was spent.
- Category
- Free text such as Stationery or Travel. The category filter offers the categories already used.
- User group
- The unit the expense belongs to. Required.
- Vendor
- Who was paid.
- Receipt link (optional)
- A web address for the scanned receipt.
- Description
- What it was for.
The list shows Date, Category, Vendor, Description, User group and Amount, and can be filtered by category and date range. Expenses have no status: an entry is either in the log or archived.