Add & Manage Purchases

What Are Purchases?

The Purchases feature allows employees to record individual business expenses as part of an expense claim.

Each purchase represents a single expense entry and contributes to the total value of a claim.

Purchases are commonly used for:

• Meals and hospitality
• Travel-related expenses
• Office supplies
• Client-related costs

Creating a Purchase

1. Navigate to Expenses > New Claim or open an existing claim.
2. Add a new Purchase entry.
3. Enter purchase details (date, category, vendor, amount).
4. Attach a receipt if required.
5. Save the entry.

Viewing Purchases

Purchases appear on the claim's Purchases tab as a table you can sort by date, with a Total row for tax and amount. The receipt column shows whether a receipt is attached; hover over it to preview the receipt.

Click a purchase to open its details in a panel on the right. If the claim can still be changed, the panel has an Edit button.

Purchase Details

Basic Information

Provide the following details:

• Date of Purchase — When the expense occurred
• Category — Type of expense (e.g., Meals, Travel, Supplies)
• Description — Brief explanation of the purchase
• Vendor — Name of the merchant or service provider

Amount

• Amount (Before Tax) — Base value of the purchase

The entered amount contributes to the total claim amount.

Receipt Upload

Receipts can be attached to validate purchases.

Supported Formats

• JPEG
• PNG
• GIF
• WebP
• PDF

Maximum file size: 10 MB

Receipt Requirement

• A receipt is required for purchases above $25

Currency Conversion

For purchases made in a foreign currency:

1. Enable Paid in a different currency.
2. Enter:
   • Original currency
   • Amount paid
3. The system converts the value into the organization’s base currency.

Conversion Behavior

• Exchange rates are applied based on:
  • System configuration, or
  • Manual input (depending on policy settings)
• Converted values are used in:
  • Claim totals
  • Reports
  • Financial summaries

Tax Details

The Tax Details section allows users to include tax information for each purchase.

Supported Inputs

• Tax Percentage (%)
• Tax Amount
• Multiple tax components (if enabled)

Tax Calculation

• Tax is calculated separately from the base amount
• The final purchase total includes:
  • Base amount
  • Applicable taxes

Data & Reporting

• Each purchase is linked to:
  • Claims
  • Users
  • Categories
• Updates are reflected in:
  • Claim totals
  • Reports
  • Approval workflows

Notes

• Receipt requirements depend on organization policies
• Currency conversion depends on configured exchange rate settings
• Access and editing permissions depend on user roles