Expenses - Help & Documentation

How to record, search and review team expenses

What is the Expenses module?

The Expense Register is used to maintain expense transactions recorded by the Team. It provides a list of the Team's expenses with search, purpose and date filters, and allows an individual expense to be opened through the View option.

1. Open the Expense Register

From the Team Dashboard, open Expenses.

The register displays expense records belonging to the logged-in Team.

Team-specific access: the current list loads only expense records whose Team ID matches the logged-in Team ID.

2. Add an Expense

Click + ADD EXPENSE to open the expense entry page.

The current expense record structure contains:

Field	Meaning
Expense ID	Unique identifier for the expense record.
Team ID	Identifies the Team to which the expense belongs.
Date	Date on which the expense is recorded.
Purpose	Team-specific expense purpose/category.
Description	Details describing the expense.
Amount	Amount spent.
Payment Mode	Method used for the payment.
Remarks	Additional notes about the expense.
Created At	Date/time when the record was created.

3. Search Expenses

The Expense Register provides a search box.

You can search across:

Expense ID
Purpose
Description
Payment Mode

This is useful when the Team has many expense records.

4. Filter by Purpose

Use All Purposes to view all expenses, or select a specific Team expense purpose to narrow the list.

5. Filter by Date

The register provides From Date and To Date filters.

You can use these filters to review expenses within a particular date range. Search, purpose and date filters can be used together.

6. Expense List

The register displays:

Expense ID
Date
Purpose
Description
Amount
Payment Mode
View action

Records are sorted with the newest expense date first. When two records have the same date, the Expense ID is used for the secondary ordering.

7. Displayed Total

The register shows the number of matching expense records and a Displayed Total.

The Displayed Total is calculated from the records currently shown after the selected filters are applied.

Example: If you filter the register to one purpose or a specific date range, the displayed total represents only those matching expenses.

8. View an Expense

Click VIEW → against an expense to open its individual expense record.

The current list page confirms that the detailed expense is opened through team_expense_view.php.

9. Clear Filters

When search, purpose or date filters are active, click CLEAR FILTERS to return to the normal expense list.

10. Maintaining Expense Records

Enter expense information carefully, especially the date, purpose and amount. Before moving on, check that the payment mode and description correctly identify the transaction.

Use the Expense Register's search and date/purpose filters when reviewing past transactions.

11. Team Security

Every expense record contains a Team ID. The current Expense Register loads records only when that Team ID matches the logged-in Team ID.

This keeps one Team's expense register separate from another Team's records.

12. What the Current Expense Register Covers

Team-specific Expense Register
Add Expense entry point
Search by Expense ID, purpose, description and payment mode
Filter by purpose
Filter by date range
Expense count
Displayed filtered total
View individual expense
Team-specific access

This Help page documents only the functionality established by the current Expense Register. Edit/Delete should be documented separately if and when those actions are added to the expense workflow.

Quick Expense Routine

Add the expense with the correct date and purpose.
Enter the amount and payment mode carefully.
Add a useful description or remark where required.
Use search or filters to locate past expenses.
Check the Displayed Total when reviewing filtered expenses.
Open View when you need the complete expense record.

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