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View Expense Inquiry

How to View an Expense Inquiry Report in Muhasib ERP

Overview

The Expense Inquiry feature in Muhasib ERP provides a centralized view of all recorded expenses within the organization. It allows users to search, filter, and drill down into individual expense records, including payment history and supporting details. This report is essential for finance teams to monitor cash flow, track payments, and ensure accurate expense management.

Example: A finance manager needs to review all unpaid expenses for the current fiscal year or view the complete payment trail for a specific bill.

Before You Begin

Requirement Details User Access Back Office > Reports > Accounting and Finance > Expense Inquiry (appropriate role permissions required) Data Availability Expenses must have been previously recorded in the system Date Range Default or custom fiscal periods
Tip: Ensure your user session is active and you have the latest fiscal year configuration loaded for accurate reporting.

Step-by-Step Procedure

    Navigate to Back Office > Reports > Accounting and Finance > Expense Inquiry.

    The Expense Inquiry list screen will open, showing all recorded expenses.

    Use the search and filter options to narrow down results:

      Search by Invoice No #: Enter a specific invoice number. Date from / to: Select the desired date range using the calendar picker. Filter by Payment Status: Choose All, Paid, Partial Paid, or Unpaid. Expense Type: Select from the dropdown (e.g., All, New, Check).

      Click the Filter button to apply criteria.

      Review the Expense Records table, which displays:

      Column Description Trans # Unique transaction identifier Date Recorded Timestamp when the expense was entered Short Description Brief title of the expense Long Description Detailed notes Parent Type / Expense Type Categorization of the expense Amount Expense value with currency Payment Status Current payment state (Unpaid, Paid, etc.)

      To view full details of any record, select the desired row and click the View Record button (magnifier icon) in the bottom right.

      In the View Expense screen, review all details including:

        ID, Trans No #, Amount, Descriptions Expense Date and Fiscal Year Recorded By information

        Scroll to the Payment Account Records section to view the complete payment history, including payment dates, amounts, types, and accounts used.

        Note: Fields are read-only in Inquiry mode. To edit an expense, use the dedicated expense entry module.
        Warning: Large date ranges or unfiltered searches may impact system performance. Use specific filters whenever possible.

        Result

        ✅ You have successfully accessed and reviewed the Expense Inquiry Report. Detailed records and payment trails are now visible for analysis and decision-making.

        Best Practices

          Always apply relevant filters (date range and payment status) before viewing large datasets. Regularly review unpaid expenses to maintain healthy cash flow. Use the Fiscal Year filter to align with financial reporting periods. Export or print required records for audit purposes (where supported by your role). Cross-verify high-value expenses with supporting documents attached in the system.

          Frequently Asked Questions

          Q: Why are some expenses showing as "Unpaid"? A: This indicates the expense has been recorded but no corresponding payment entry has been posted against it yet. Q: Can I edit expenses from the Inquiry screen? A: No. The Inquiry module is for viewing only. Navigate to the Expense Entry module to make changes. Q: How do I find expenses by a specific vendor or project? A: Use advanced search options or combine filters with Short/Long Description fields. Additional filters may be available based on configuration.
            How to Record a New Expense How to Process Expense Payments Expense Types and Categorization Guide Financial Reports Overview

            Next Step

            Consider generating a full Expense Summary Report or proceeding to payment processing for any unpaid items identified.

            Product: Muhasib ERP

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