Knowledge

The Payroll Expense submodule allows users to view, manage, and export payroll expenses efficiently. This document provides a detailed guide to its features, functionalities, and best practices.

1. Accessing Payroll Expenses

To access the Payroll Expense submodule:

• Navigate to the Payroll menu.

• Select Payroll Expenses from the dropdown list.

2. Item Name Listing

The Payroll Expense table lists all recorded expenses with the following columns:

• Item Name: Displays the name of the item purchased or expense type.

• Price: Shows the cost of the item or service.

• Employees: Lists the employees associated with the expense.

• Purchased From: Details the vendor or source of purchase.

• Created On: The date the expense was recorded.

• Status: Indicates the expense status (e.g., Approved, Pending, or Rejected).

3. Search and Filter

To find specific records:

1. Use the Search bar at the top of the page to type keywords (e.g., item names, employee names).

2. Apply filters using the Duration fields (Start Date to End Date) to narrow results to a specific time period.

4. Exporting Expenses

Export all or filtered expense data for reporting:

• Click the Export button at the top left of the table.

• The exported file will download in a standard format (e.g., CSV or Excel).

5. Status Updates

Each expense has a Status field to show its current state:

• Approved: The expense has been validated.

• Pending: The expense is awaiting review.

• Rejected: The expense has been declined.

6. Action Items

Perform actions directly from the table:

• Edit: Modify the details of a recorded expense.

• Delete: Remove an expense permanently from the system.

To access these actions:

1. Click on the Action Menu (three dots) next to the relevant record.

2. Select the desired action from the dropdown.

FAQs

1. Can I filter expenses by employee name?

• Yes, use the Search bar and type the employee's name.

2. What file formats are supported for export?

• Expenses can be exported as CSV or Excel files.

3. How do I edit a rejected expense?

• Locate the expense in the table, click the Action Menu, and select Edit to update the details.

4. Is it possible to bulk delete expenses?

• Currently, expenses must be deleted individually through the action menu.

Best Practices

• Regularly review the Status of expenses to ensure timely approvals.

• Use the Export feature for monthly or quarterly expense reports.

• Maintain clear and consistent naming conventions for items and vendors for easier searches.

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