Field Reference
Complete reference of all fields in the Expenses module.
This page provides a full reference of every field used across the Expenses module, including expense records, approval statuses, and category configuration.
Expense Record Fields
These fields appear when viewing or creating an expense entry.
| Field | Type | Description | Example |
|---|---|---|---|
| ID | Text | Unique identifier for the expense record | exp_abc123 |
| Employee / Driver | Text | The person who incurred the expense | John Smith |
| Category | Text | The expense category assigned to this record | Fuel |
| Amount | Number | Expense amount in AED | 150.00 |
| Date | Date | The date when the expense was incurred | 2025-01-15 |
| Description | Text | Brief explanation of what the expense covers | "Fuel for vehicle ABC-1234" |
| Status | Enum | Current approval status of the expense | Pending |
| Receipt | File | Attached receipt, invoice, or supporting document | receipt.pdf |
| Created At | Date | Timestamp when the expense record was created in the system | 2025-01-15 10:30 |
| Approved By | Text | The user who approved the expense (shown only if approved) | Admin User |
| Rejection Reason | Text | Reason provided by the approver (shown only if rejected) | "Receipt missing" |
Status Values
Each expense has one of the following statuses at any given time.
| Status | Description |
|---|---|
| Pending | The expense has been submitted and is awaiting review by an authorized approver. |
| Approved | The expense has been reviewed, approved, and recorded in financial reports. |
| Rejected | The expense has been reviewed and rejected. A rejection reason is provided. The submitter may edit and resubmit. |
For details on how statuses transition, see Approval Workflow.
Category Fields
These fields are used when managing expense categories.
| Field | Type | Description |
|---|---|---|
| Name | Text | The display name of the category (e.g., "Fuel", "Maintenance") |
| Description | Text | An optional explanation of what types of expenses belong in this category |
| Status | Enum | Whether the category is Active (available for new expenses) or Inactive (hidden from the dropdown but retained for existing records) |
List View Columns
The main Expense List table displays the following columns.
| Column | Source Field | Description |
|---|---|---|
| Date | Date | When the expense was incurred |
| Employee / Driver | Employee / Driver | Name of the person associated with the expense |
| Category | Category | The assigned expense category |
| Amount (AED) | Amount | The expense amount, formatted in AED |
| Description | Description | Brief text describing the expense purpose |
| Status | Status | A color-coded badge showing Pending, Approved, or Rejected |
Summary Fields (History View)
When viewing expense history for a specific employee or driver, summary cards display aggregated data.
| Summary Field | Type | Description |
|---|---|---|
| Total Expenses | Number | Sum of all expense amounts for the selected person and period |
| Approved Amount | Number | Sum of expenses with Approved status |
| Pending Amount | Number | Sum of expenses with Pending status |
Notes
All monetary values in the Expenses module are displayed in AED (United Arab Emirates Dirham). Amounts are stored with two decimal places of precision.
The "Approved By" and "Rejection Reason" fields only appear after an expense has been processed through the approval workflow. They are not visible on newly created (Pending) expenses.