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Expense Items

Expense Items

Overview​

The Expense Items module provides detailed management of specific items that the organization will spend money on. Unlike Expense Points which provide broad categorization, Expense Items represent the exact services or resources that require financial expenditure, complete with default unit costs and associated expense point categories.

Expense Item Management​

Viewing Expense Items​

  • Centralized table view displaying all expense items
  • Search functionality to quickly locate specific items
  • Sortable columns for efficient data organization
  • Pagination for large datasets (10 rows per page by default)

Item Information Tracking​

Each expense item contains:

  • Name: Specific item identifier (e.g., "Meals - Casuals - Kampala", "Cable Stringing - Per drum")
  • Description: Detailed explanation of the expense item
  • Default Unit Cost: Predetermined cost per unit in USD
  • Expense Point: Associated broad category for budgeting purposes
  • Date Created: When the item was added to the system
  • Date Changed: Last modification timestamp

Sample Expense Items​

The system includes various types of expense items across different categories:

Facilitation Expenses​

  • Meals - Casuals - Kampala: $1.43 per Casual
  • Meals - Casuals - Upcountry: $2.28 per Casual
  • Accommodation - Supervisors: $22.80 per Supervisor
  • Accommodation - Fiber Technicians: $22.80 per Technician
  • Accommodation - Casuals: $5.70 per Casual

Expense Item Operations​

Adding New Items​

  • Click the "New Expense Item" button to create additional expense items
  • Define specific details including name, description, unit cost, and expense point association

Expense Items

Editing Existing Items​

  • Click on any expense item row to edit/update its details
  • Modify unit costs, descriptions, or expense point associations as needed
  • System tracks modification timestamps automatically

Expense Items

Integration​

The Expense Items module integrates with:

  • Expense Points: Each item is categorized under a specific expense point
  • Project Management: Items are used in project budgeting and cost tracking
  • Finance Management: Supports detailed financial planning and reporting
  • Procurement: Provides cost references for purchasing decisions