Expenses Operations

Zoho ERP provides multiple operations that allow you to manage, share, and organize expenses efficiently. These operations help you control the expense lifecycle, maintain accurate records, and customize how expenses are viewed and handled. The actions you can perform on bills can be classified into:

Management Actions

The management actions let you manage the lifecycle of expenses after they are created, helping you maintain accurate and up-to-date records.

Clone Expense

If you want to create an expense which has details similar to an existing expense, you can clone the existing expense. Here’s how you can do it:

Go to Purchases on the left sidebar.
Hover over Expenses in the Modules bar and select Expenses* from the dropdown.
Select the expense you want to clone.
Click More and select Clone.
Go through the expense and click Save.

Delete Expense

You can delete an expense you have created in Zoho ERP. Here’s how:

Go to Purchases on the left sidebar.
Hover over Expenses in the Modules bar and select Expenses* from the dropdown.
Select the expense you want to delete.
Click the More icon and select Delete.

Bulk Actions

With bulk actions, you can perform an operation on multiple expenses or profiles in a single step.

To perform a bulk action:

Go to Purchases on the left sidebar.
Hover over Expenses in the Modules bar and select Expenses* from the dropdown.
Select the expenses you want to update in bulk.
You can print multiple receipts by clicking Print Receipt, or delete multiple expenses by clicking the Delete icon.
To update fields in multiple expenses, click Bulk Update.
Select the field to update and enter the value.
Click Update.

List View Actions

The list view actions let you organize and customize how expenses are displayed, making it easier to find and review the information you need.

Filter Expenses

You can filter expenses based on their statuses. Here’s how:

Go to Purchases on the left sidebar.
Hover over Expenses in the Modules bar and select Expenses* from the dropdown.
Click the All Expenses dropdown on top of the page.
Select the status based on which you want to want to filter the expenses.
If you want to filter expenses based on your own criteria, click + New Custom View.

Sort Expenses

You can sort expenses based on the different columns or fields of the expense. Here’s how:

Go to Purchases on the left sidebar.
Hover over Expenses in the Modules bar and select Expenses* from the dropdown.
Click the More icon in the top right corner.
Choose the option based on which you want to sort.

The share actions let you use expense information outside Zoho ERP or share it with others when required.

Export Current View

If you have filtered your expenses, or rearranged the columns in your expenses, then you can export that particular view of your expenses. Here’s how:

Go to Purchases on the left sidebar.
Hover over Expenses in the Modules bar and select Expenses* from the dropdown.
Click the More icon in the top right corner of the page.
Hover over Export and select Export Current View.
Select the format for export under Export As and enter a Password to secure your export.
Click Export.

Export Expenses

You can export all your expenses in Zoho ERP to your system in the CSV, XLS or XLSX format. Here’s how:

Go to Purchases on the left sidebar.
Hover over Expenses in the Modules bar and select Expenses* from the dropdown.
Click the More icon in the top right corner of the page.
Hover over Export and Select Export Expenses.

Print Expense

You can print an expense in Zoho ERP. Here’s how:

Go to Purchases on the left sidebar.
Hover over Expenses in the Modules bar and select Expenses* from the dropdown.
Select the expense you want to print.
Click the Print icon on top of the page.
Check the expense preview and click Print.

Other Actions

Other actions include additional options that support reviewing, documenting, and maintaining records in this module.

Convert an Expense into an Invoice

If you had associated a customer to an expense and had marked it as billable, you can convert the expense into an invoice. Here’s how:

Go to Purchases on the left sidebar.
Hover over Expenses in the Modules bar and select Expenses* from the dropdown.
Select the expense that you’ve marked as billable which you want to convert into an invoice.
Click Convert to Invoice in the top bar. You will be redirected to the invoice creation page. If you had given a markup percentage for the billable expense, the marked up amount will be displayed along with the rate of the line item in the invoice.
Click Save as Draft or Save and Send.

Make Expense Recurring

If you incur an expense repeatedly over a period of time, you can choose to make it recurring in Zoho ERP. Recurring expenses are generated automatically after an interval of time. Here’s how you can mark an expense as recurring:

Go to Purchases on the left sidebar.
Hover over Expenses in the Modules bar and select Expenses* from the dropdown.
Select the expense you want to make recurring.
Click the Make Recurring button at the top of the page.
Enter the following details:
- Profile Name: Enter a name for the recurring expense or profile.
- Date Range: Select a Start On date and an End On date. Mark the box Never Expires if you want the recurring expense to be generated forever.
- Repeat Every: Choose a time interval for the recurring expense or set a Custom time period.
- Associate Tags: Associate tags you’ve created in Zoho ERP to the recurring expense.
Click Save.