Purchasing Expenses - Zayeen Documentation

Used By

Administrator or module owner

Data Type

master data

Search Keys

Code, Name

When to Use This Form

When users need to create, review, or update Purchasing Expenses.
When this data needs to be available as a choice in transactions, reports, filters, or settings.
When existing data needs correction because policies, accounts, prices, contacts, or operating rules have changed.

Before You Start

Make sure the user has access to this menu and the related reference data has already been prepared.
Check required fields first, especially codes, names, dates, accounts, customers, suppliers, products, divisions, or departments.
If the form uses active status, confirm the status before saving so the data appears in the correct selections.

Workflow

Open Procurement / Related Masters / Purchasing Expenses.
Create a new record, or select an existing record when the data needs to be corrected.
Fill in the required fields and complete supporting information that helps search, reporting, or transaction processing.
Review the code, name, status, accounts, grouping, and other references before saving.
Click Save. If the application shows a validation message, follow the message until the data is saved successfully.

Key Fields

Field	User Explanation	Status
Code `id`	Unique code used to identify Purchasing Expenses. Use a consistent pattern so users can search and sort the data easily.	Required
Name `name`	Name shown in selections, transactions, and reports. Use wording that is clear for daily users.	Required
Account `purchaseexpacc`	Account used for journals and financial reporting. Check the account before saving.	Required
Last Updated `updatetimestamp`	Audit timestamp filled in automatically by the application.	Optional
Description `description`	Additional explanation for users who need context when reviewing this record.	Optional
Created By `usercreate`	Audit information filled in automatically when the record is created.	Optional

Details and Relationships

Most master-data forms are used as references by other forms. Changes may affect future transactions and reports.
Audit fields are filled in automatically by the application and help support teams trace changes.

After Saving

Active data can appear as a choice in transactions, reports, filters, or settings that use this reference.
Changes are normally used for new activity. Historical documents remain available for review.
If required data is incomplete or inconsistent, the application rejects the save and shows a validation message.

Common Issues

Data cannot be saved: complete required fields and read the validation message shown by the application.
Data does not appear in selection or search: check active status, access rights, filters, and the search keyword.
Duplicate code or name: use the existing record when it should be corrected, or use a different code for a new record.
Report values do not match: recheck reference data, accounts, dates, transaction status, and related filters.

Available Fields

The list below summarizes the fields available in this form. Field labels follow the English UI language file used by the application.

Field	User Explanation	Status
Code `id`	Unique code used to identify Purchasing Expenses. Use a consistent pattern so users can search and sort the data easily.	Required
Name `name`	Name shown in selections, transactions, and reports. Use wording that is clear for daily users.	Required
Account `purchaseexpacc`	Account used for journals and financial reporting. Check the account before saving.	Required
Last Updated `updatetimestamp`	Audit timestamp filled in automatically by the application.	Optional
Description `description`	Additional explanation for users who need context when reviewing this record.	Optional
Created By `usercreate`	Audit information filled in automatically when the record is created.	Optional
Updated By `useredit`	Audit information filled in automatically when the record is updated.	Optional

Menu Location

Procurement / Related Masters / Purchasing Expenses
/form/purchaseexpenses

Quick Create from Search Fields

If the + icon appears next to a search field, users can prepare purchase-expense accounts directly from this form without interrupting expense-master setup.

Account

Available on the purchase-expense account field. If the freight, handling, or other purchase-expense account is missing from the COA, click + and continue the same purchase expense setup.