# Expenses Management - User Guide

## Quick Start Guide

### For Staff Members

#### Adding a New Expense
1. Click **"Expenses"** in the main menu
2. Click **"Add Expense"** button
3. Fill in the required information:
   - **Title**: Brief description (e.g., "Office Supplies Purchase")
   - **Category**: Select appropriate category
   - **Amount**: Enter amount in KES
   - **Payment Method**: How was it paid?
   - **Paid To**: Vendor/recipient name
   - **Branch**: Your branch (auto-filled)
   - **Expense Date**: When did this expense occur?
4. Optional: Upload receipt and add notes
5. Click **"Save Expense"**
6. Your expense will be submitted for approval

#### Viewing Your Expenses
1. Go to **Expenses** → **All Expenses**
2. Use filters to find specific expenses:
   - Search by title or vendor
   - Filter by date range
   - Filter by status (Pending/Approved/Rejected)

#### Editing a Pending Expense
1. Find your expense in the list
2. Click **"Edit"** (only available for pending expenses)
3. Make your changes
4. Click **"Save Expense"**

### For Managers/Team Leaders

#### Approving Expenses
1. Go to **Expenses** → **Pending Approvals**
2. Review the expense details
3. Click **"Approve"** to approve
4. Or click **"Reject"** and provide a reason

#### Quick Approval from List
1. Go to **Expenses** → **Pending Approvals**
2. Click **"Approve"** or **"Reject"** directly from the list

#### Viewing Analytics
1. Go to **Expenses** → **Analytics**
2. View:
   - Expenses by Category
   - Expenses by Branch
   - Monthly Trends

### For Admins

#### Managing All Expenses
- Full access to all expenses across all branches
- Can edit, approve, reject, or delete any expense
- Can view comprehensive analytics

#### Exporting Data
1. Go to **Expenses** → **All Expenses**
2. Apply filters if needed
3. Click **"Export Excel"**
4. File will download with current date/time

## Expense Categories Explained

| Category | Examples |
|----------|----------|
| **Operational** | Rent, utilities, general operations |
| **Staff** | Salaries, training, benefits |
| **Marketing** | Advertising, promotions, campaigns |
| **Loan-Related** | Loan processing supplies, recovery costs |
| **Utilities** | Electricity, water, internet, phone |
| **Office** | Furniture, equipment, supplies |
| **Transport** | Fuel, vehicle maintenance, travel |
| **Maintenance** | Repairs, servicing, upkeep |
| **Other** | Miscellaneous expenses |

## Payment Methods

- **Cash**: Physical cash payments
- **M-Pesa**: Mobile money transfers
- **Bank Transfer**: Bank-to-bank transfers
- **Cheque**: Cheque payments

## Status Indicators

| Status | Color | Meaning |
|--------|-------|---------|
| **Pending** | Yellow | Awaiting approval |
| **Approved** | Green | Approved by manager |
| **Rejected** | Red | Rejected with reason |

## Tips & Best Practices

### For All Users
1. **Be Descriptive**: Use clear, descriptive titles
2. **Upload Receipts**: Always upload supporting documents
3. **Add Notes**: Include relevant details in notes
4. **Use Reference Numbers**: Include transaction/invoice numbers
5. **Link to Loans**: If expense is loan-related, link it to the loan

### For Staff
1. **Submit Promptly**: Submit expenses as soon as they occur
2. **Check Status**: Regularly check status of your expenses
3. **Provide Details**: More details = faster approval
4. **Keep Receipts**: Always keep physical copies

### For Managers
1. **Review Regularly**: Check pending approvals daily
2. **Be Thorough**: Review all details before approving
3. **Provide Feedback**: Give clear rejection reasons
4. **Monitor Trends**: Use analytics to track spending patterns

### For Admins
1. **Set Policies**: Establish clear expense policies
2. **Monitor Budgets**: Track spending by category and branch
3. **Review Analytics**: Regular review of expense trends
4. **Export Data**: Regular exports for accounting

## Common Questions

### Q: Can I edit an approved expense?
**A**: No, only pending expenses can be edited. Contact your manager if changes are needed.

### Q: What if I don't have a receipt?
**A**: You can still submit the expense, but include a detailed explanation in the notes. However, receipts are strongly recommended.

### Q: How long does approval take?
**A**: Typically 1-2 business days. Check with your manager for urgent expenses.

### Q: Can I delete an expense?
**A**: Only managers and admins can delete expenses. Contact them if you need an expense removed.

### Q: What's the maximum expense amount?
**A**: There's no system limit, but your organization may have approval policies for large amounts.

### Q: Can I link multiple loans to one expense?
**A**: No, you can only link one loan per expense. Create separate expenses if needed.

### Q: How do I search for old expenses?
**A**: Use the date range filter on the expenses list page.

### Q: Can I export expenses for accounting?
**A**: Yes, use the "Export Excel" button. Admins and managers can export filtered data.

## Keyboard Shortcuts

| Action | Shortcut |
|--------|----------|
| Search | Focus on search box |
| New Expense | Alt + N |
| Save Form | Ctrl + Enter |
| Cancel | Esc |

## Mobile Access

The expenses system is fully responsive and works on:
- Desktop computers
- Tablets
- Mobile phones

All features are available on mobile devices.

## Support

If you encounter any issues:
1. Check this guide first
2. Contact your manager
3. Contact IT support
4. Email: support@branchbusinessadvance.co.ke

## Updates & Changes

This system is regularly updated. Check back for:
- New features
- Improved workflows
- Additional reports

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**Last Updated**: November 29, 2024
**Version**: 1.0
