Expenses overview
Expenses records spending, approval decisions, its accounting journal and related payment records. There are two paths: an employee-paid expense awaiting reimbursement, and a company-paid expense associated with a supplier/vendor.
This guide describes the current application sources reviewed on 8 November 2026. All people, IDs, dates, amounts and references are invented training examples. A software status does not independently prove that money moved through a bank.
Choose your task
| Goal | Read |
|---|---|
| Prepare access and configuration | Access, checklist |
| Find records and understand terms | Navigation, terms |
| Select the right people, vendor and unit | Identities, business units |
| Classify spending and enter a draft | Categories/accounts, create, amounts/tax |
| Correct or remove a draft | Edit, delete |
| Resolve approval requirements | Thresholds, decisions, rejection |
| Understand expense transitions | Workflow |
| Post spending | Employee-paid, company-paid |
| Inspect the accounting journal | Journal |
| Record reimbursement and understand balances | Reimbursements, partial payments |
| Maintain financial record states | Payment actions, journal actions |
| Check dates, currency and uncertain outcomes | Currency/dates, recovery |
| Reconcile and understand boundaries | Reconciliation, automatic effects, known limits |
| Practise or diagnose | 35 worked examples, troubleshooting |
Running example
Bright Haven Services operates North and South. Amira incurs expenses, Farah prepares drafts, Nadia reviews accounting and payments, and Jonah holds approved managerial authority. North Office Supplies is an existing supplier. These are illustrative responsibilities, not seeded role templates.
The Expenses Employee and Manager selectors currently use login User records, not Employee-module IDs. There is no automatic migration merely because an HR employee exists. The guide also distinguishes recorded reimbursement amounts from posted payments and actual settlement, and records the observed implementation limits before presenting recovery procedures.