Logging an Expense
The Expense Module in KarmaAxis allows you to efficiently record and track your expenses, whether personal, shared, or business-related. Each expense can be categorized, split between users, linked to a contact, karma (project), or vendor, and accompanied by receipts. This section guides you through the process of logging an expense and highlights the key features available.
How to Log a New Expense
1. Click the Blue + Button at the bottom-right corner of the Expenses page to open the New Expense form.
2. Fill in the essential fields:
- Expense Head (e.g., Conveyance, Meals)
- Payment Mode (e.g., Personal, Cash, Credit Card)
- Amount
- Booked for / Split between: Select one or more users to split the expense evenly among. This is ideal for shared expenses (e.g., shared cab rides or group meals).
3. (Optional) Click More Details to reveal additional fields:
- Contact: Link the expense to a contact/client.
- Vendor: Select or type the vendor name (e.g., Uber, SpiceJet).
- Karma: Associate the expense with a Karma (goal, project, or department).
- Tags: Add custom tags for better categorization.
4. Upload the receipt by clicking Attach Receipt and selecting the file.
5. Click Add Expense to save your entry.
How Split Expenses Work
When you split an expense between multiple users, the amount is divided equally.
The full amount shows under your reimbursement claim, while the expense is reflected as individual rows (one for each user) in the Expense Log.
This ensures accurate allocation and audit-friendly transparency.
Viewing or Editing an Expense
Click on any row in the My Expense to view or edit the expense.
You’ll see:
- Basic details (e.g., expense head, amount, payment mode)
- Summary fields (contact, karma, tags) if filled.
- A Show All Fields link to reveal all editable fields.
- A Hide Blank Fields option to simplify the view.
Note: Expenses can only be edited or deleted within 7 days of logging. Older entries are locked for audit integrity.
Icon Indicators in Expense Log
- Receipt Attached – Shows a paperclip icon if a receipt is uploaded.
- Linked to Contact – Contact icon appears if associated with a contact.
- Linked to Karma – “K” icon appears if linked to a Karma.
- Split Entry – Each split user gets their own row in the log.
When to Use Logging with More Details
- Vendor: Ideal for supplier or service-specific expenses.
- Karma: Track costs against ongoing projects or departments.
- Contact: Link client-related costs directly for billing or analysis.
- Tags: Add context like “client visit,” “site audit,” or “CSR.”
This intuitive process ensures that all business and shared expenses are properly recorded, traceable, and ready for future reporting or reimbursement.