Here’s a detailed user guide explaining the features, views, and filters of the Expenses section, based on the images provided:
1. Dashboard Overview:
When you enter the Expenses tab in KarmaAxis, you are presented with a comprehensive view of all your expenses categorized by various filters like vaults, type, karma, users, contacts, and vendors. This gives a quick snapshot of how money is being spent within the system.
Key Sections:
Total Expenses: Displays the total amount spent within the selected time frame.
Expenses by Vaults: Shows how expenses are distributed across different vaults (e.g., Bank, Cash, Personal, UPI, GPay). Each vault represents a payment method or account through which expenses have been made. The bars help you visualize which vaults are used the most.
Expenses by Type: Breaks down the expenses based on their types (e.g., Cleaning & Maintenance, Conveyance). This helps in understanding the category of expenses you're incurring.
Expenses by Karma: Tracks the expenses based on different Karmas (projects or key areas). This allows you to know how much is being spent on specific projects or initiatives.
Expenses by Users: Shows how much each user has spent, giving a clear idea of who is responsible for the expenses.
Expenses by Contacts & Vendors: Shows expenses tagged to particular contacts or vendors, which are crucial for managing project-related or client-related expenses.
2. Undefined Status:
Any section with "Undefined" means that the expenses haven't been tagged to a specific vendor, karma, user, or contact. This can happen if the tagging was not done during the expense entry process. Undefined expenses should ideally be categorized later for better tracking and accounting.
3. Drill-Down Approach:
- Clicking on the Bars: You can click on any section of the dashboard, for instance, a specific vault or expense type. This action drills down into a filtered view.
- Example: Clicking on "Bank" in the "Expenses by Vaults" will expand only the Bank category, while collapsing others like Cash, GPay, UPI. You will then see the transactions specific to the bank.
- Further Drill-Down: You can further drill into specific dates and transactions under each vault or type, enabling detailed tracking of individual expenses.
4. Filters:
On the top-right corner of the dashboard, you can adjust filters to change the time frame and categorization:
Time Frame Filter: The default time frame for viewing expenses can be adjusted. For example, 1st September 2024 to 11th September 2024. You can select any time range as needed.
Expense Categorization Filter: You can filter expenses based on various criteria like:
- Month
- Expense Type
- Paid Using (Vault)
- Contact
- Vendor
- Karma
- User
- Amount
These filters help narrow down your expenses to exactly what you're looking for. For instance, selecting “Paid using” and then “Bank” will show all expenses made through the bank vault only.
5. Expense Details View:
- Expand Details: Clicking on a specific expense from the drill-down will display more details like the date, vendor, contact, karma, and tags related to the expense.
- Edit Expense: You can edit specific expenses to add missing details such as receipts, contacts, vendors, or karma. In cases where the expense cannot be edited, you will see a notification indicating so.
6. Expenses Booked by Me & For Me:
Expenses Booked by Me: Displays all the expenses that the user has personally booked. They are categorized by the amounts and vaults (e.g., 0-200, 201-500, Bank, Cash).
Expenses for Me: Shows the expenses that have been booked on your behalf by other users. This section helps track the expenses made by other stakeholders but related to your tasks or responsibilities.
Filtering by Vault:
- When viewing the "Expenses by Vault," clicking a specific vault like Bank will filter and show only expenses booked under that vault. You can further explore each transaction listed under this category, along with details like expense type, vendor, etc.
Conclusion:
The Expense Dashboard in KarmaAxis offers a highly visual and organized view of where money is being spent, allowing users to manage, categorize, and analyze their expenses easily. Drill-down functionality combined with detailed filters ensures that you can access specific data quickly and make informed financial decisions for your projects and tasks.