Other actions in Expense
Expense Views
You can view the expenses made for the project under the Expense module. Since there are two expense variables, you can view them based on your requirement.
View Expenses
- Open the required project.
- Go to Expense.
- Select the Expense view in View by.
A list of all the expenses will be available.
View Recurring Expense
- Open the required project.
- Go to Expense.
- Select the Recurring Expense view in View by.
The parent recurring expense will be available in this view. The actual expense incurred with the recurring expense condition will be added under the Expense view.
Note:
Expenses recorded to this module will be available in the budget dashboard. Know about Expense components in the Budget dashboard here. These expenses will be calculated for the budget and will be considered under the Actual Cost category.
View Schedule details
- Open the required project.
- Go to the Expense module.
- Hover over the expense and click
.
Details of the recurring expense, such as Recurrence type, status, pending and completed occurrences will be shown in a small pop-up window.
Stop Recurring Expense
The recurring expense can be stopped between its schedule by clicking the stop button in the recurring expenses list view.
- Open the required project.
- Go to the Expense module.
- Switch to the Recurring Expense view.
- Hover over the recurring expense and click
.
Edit Expense or Recurring Expense
- Open the required project.
- Go to the Expense module.
- Hover over the expense and click Edit.
- Make the necessary changes and click Update.
Delete Expense or Recurring Expense
- Open the required project.
- Go to the Expense module.
- Hover over the expense and click Delete.
- Confirm your action and click Delete.
Global View
The global view supports module-based display of data for work items, epics, releases, meetings, timesheets, and expenses.
|
Module
|
Views
|
|
Expense
|
Expense for this Month and Week, Approved, Rejected, Pending Expenses, Expenses Created, Approved, and Rejected by me and All Expenses.
|
Search Expenses
You can search for expenses using the expense title.
To search for expenses:
- Go to the Expense module.
- Click the Search icon.
- Enter the Expense Title. The expenses matching the search criteria will appear.
Filter Expenses
With an advanced filter, you can easily find out the required data from a large data. You can apply filters to the expenses added to the project. There are two types of filters: Quick and Custom filters. Quick filters are the built-in filters that are based on the various attributes of projects. Whereas, custom filters equip you with AND/OR conditions to create your own criteria pattern. You can save the filter criteria and reuse them to avoid the rework. Learn more about filters
To filter expenses:
- Go to the Expense module.
- Click the filter icon at the top.
- Select Quick or Custom filter.
- Select the built-in filter criteria or define your custom criteria.
- Apply the filter to view the expenses matching that filter criteria.
Group by
You can group the expenses based on Date and Category. When you group the expenses, it aids in viewing the expenses organized. For instance, when you group the expenses based on category, the expenses marked under a specific category will be grouped and then listed within the respective group, making it easier to comprehend. The sorting will happen only within the group and in ascending order (the latest will be listed at the top).
The sum of expenses incurred for each specific category will be displayed in the expense group header.
Note: Recurring expenses can be grouped based on Category only.
Expand or Collapse Expense
Once your expenses are grouped, you can collapse all groups to keep your view organized, and expand a specific category to review its detailed expenses.
To expand or collapse expense:
- Go to the Expense module.
- Hover over the category name or date.
- Click the collapse or expand icon.
Export Expense
You can export the expense data in an XLS or CSV file and download it to use outside of the application. This can be used to transform data from Zoho Sprints into a file that you can process in third party apps or other in-house devices.
You can apply filters to export select data.
You can access the exported file in Export History.
- Go to the Expense module in the project.
- Click the ellipsis icon at the top. The menu will appear.
- Select Export. The Export Filter will appear.
- Select the required file format.
- Define grouping if necessary.
- Select the fields that need to be exported.
- Specific Recurrence Type to set up scheduled exports.
- Enable Header to assign the field names as headers for the columns.
- Select the filters that need to be applied or create custom filters. Learn more
- Click the Apply & Export button. The export will be initiated.
- Click the ellipsis icon and select Export History in the projects menu. The exported file will be available in the Completed Export tab.
- Completed Export lists the Date, Time, and File Name of your export. View the export details and, if applicable, the recurrence details of the file.
- Active Export lists all the files that are active and scheduled for export.
- Click the file or the Download icon to download the file.
- Or, click the Export icon on the right navigation bar to download file.
Note:
Export option isn't available in the Recurring Expense view.
Disable Expense
The Expense module will be enabled by default for all users. Only Team owner can disable the Expense module.
- Click
in the top-right corner to navigate to the Settings page.
- Navigate to Workspace Settings > Feature Preference.
- Toggle the Expense module under Project Module Preferences.
Once you're done, the expense module will be disabled.
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