📖 Afaqy Knowledge Base / Tepra / Fleet / Expenses

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• IVMS
• Fleet

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The Expenses module helps teams monitor and control all financial transactions related to fleet operations. It is divided into two tabs:

• Expenses List: for managing active and pending expenses
• Expenses Archive: for viewing finalized and archived records

This module provides complete visibility over spending by vehicle, vendor, status, and other key attributes. Each record can be filtered, sorted, or updated depending on the stage of processing and user permissions.

Expenses List

The Expenses list allows users to manage all expense-related records for fleet operations. It includes detailed tracking of each expense’s type, vendor, amount, status, and association with a specific vehicle. Users can filter, create, edit, or archive expenses for better financial control and reporting.

View

This section displays a table of all non-archived expense records. Each row in the table includes the following fields:

• Vehicle Name / Plate Number
• Expense Type
• Vendor
• Expense Amount
• Expense Date
• Expense Status (e.g. Open, Approved, Rejected, Reimbursed)
• Creator

You can browse and locate existing expenses using:

• Column sorting (ascending/descending)
• Search bars per column
• Pagination controls at the bottom of the table
• The Filter button to apply advanced filtering based on:
  • Vehicle
  • Expense Type
  • Vendor
  • Expense Date (from – to)
  • Status (Open, Approved, Rejected, Reimbursed)
  • Creator

Actions

From the Expenses List, authorized users can:

• Search using the :screenshot-2025-07-16-152044: icons in each column header.
• Sort by clicking the :screenshot-2025-07-16-152141: icon in applicable columns.
• Edit or update an existing expense (permissions-dependent)
• Approve or reject submitted expenses (if enabled in workflow)
• Archive the record once processed
• Export the list for analysis
• Customize your table view using the Show/Hide Columns option
  • 🔢 Maximum visible columns at once: 8

Create

To log a new expense, follow these steps:

1. Click the Add New button in the top-right corner of the Expenses List.
2. Fill in the required fields:
   • Select Vehicle – Choose the vehicle related to the expense.
   • Vendor – Select the vendor involved.
   • Expense Type – Specify the type (e.g., repair, service, fuel).
   • Expense Date – Set the date when the expense occurred.
   • Expense Amount – Enter the total cost in SAR.
   • Creator – Select the user responsible for adding the expense.
3. (Optional) You may also fill in:
   • Expense Time – Specify the time of expense (if required).
   • Comment – Add any relevant notes or descriptions.
   • PO Number – Reference a purchase order number if applicable.
   • Attachment – Upload any supporting files (e.g., receipt, invoice) by dragging and dropping or using the Browse button.
4. Click Save to submit the expense.

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Once the expense is submitted, the entry will appear in the Expenses List for further review or action.

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Expenses Archive

The Expenses Archive tab shows a read-only list of archived expenses. These are records that have been fully processed and are no longer active but are kept for audit, reporting, or reference purposes.

View

Fields available in the archive view include:

• Vehicle Name / Plate Number
• Expense Type
• Vendor
• Expense Amount
• Expense Date
• Expense Status
• Creator
• PO Number (if applicable)

Just like in the main list, users can:

• Search using the :screenshot-2025-07-16-152044: icons in each column header.
• Sort by clicking the :screenshot-2025-07-16-152141: icon in applicable columns.
• Paginate results

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