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View Expense Inquiry

How to View an Expense Inquiry Report in Muhasib ERP

Overview

The Expense Inquiry feature in Muhasib ERPwindow provides a centralized view of all recorded expensesexpense withintransactions thein organization.Muhasib ERP. It allows users to search, filter, and drill down into individualreview expense records,records without making any changes to the underlying data.

Using the available search filters, users can quickly locate specific expenses based on transaction number, payment status, expense type, and date range. The inquiry window also provides access to complete expense details, including payment history and supporting details. This report is essential for finance teams to monitor cash flow, track payments, and ensure accurate expense management.history.

Example:ℹ️ Example
Suppose Ayou finance manager needsneed to verify whether an office utility expense has been fully paid. You can use the Expense Inquiry window to search the transaction, review its details, and view all unpaid expenses for the current fiscal year or view the completeassociated payment trail for a specific bill.records.

Before You Begin

Before viewing an Expense Inquiry Report, ensure the following requirements are met.

Requirement DetailsDescription
User AccessPermissions You have permission to access Expense Inquiry reports.
Expense Records One or more Expense Entries already exist in the system. Expense Payments Payment records are available if you want to review payment history.
💡 Tip
Use the available filters to narrow down the search results before opening an expense record.

View an Expense Inquiry Report

Step 1: Open Expense Inquiry

Navigate to:

Back Office >→ Reports >→ Accounting and Finance >→ Expense Inquiry

(appropriate

The roleExpense permissionsInquiry required)window opens.

Step 2: Search for an Expense

Locate the required expense using one or more of the available filters.

Search Option Description DataSearch Availabilityby Invoice No. ExpensesSearch musta havespecific beenexpense previouslyusing recordedits intransaction/invoice the systemnumber. Date Range DefaultSpecify the From and To dates to display expenses recorded within a selected period. Payment Status Filter records by All, Paid, Partial Paid, or customUnpaid. fiscal periods Expense Type Display only expenses belonging to a selected Expense Type.

Click Tip:Filter Ensureto your user session is active and you havedisplay the latestmatching fiscalexpense yearrecords.

configuration
ℹ️ loadedNote
You forcan accuratecombine reporting.
multiple

Step-by-Stepfilters Procedure

    Navigatetogether to Backquickly 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 #: Enterlocate a specific invoiceexpense number.transaction.
      Date from

      Step / to

      :3: Select the desiredExpense dateRecord range using

      Select the calendarrequired picker.

      Filter by Payment Status: Choose All, Paid, Partial Paid, or Unpaid. Expense Type: Selectexpense from the dropdown (e.g., All, New, Check).

      Click the Filter button to apply criteria.

      Review the Expense Records table,table.

      The inquiry grid displays information including:

        Transaction Number Date Recorded Short Description Long Description Parent Expense Type Expense Type Expense Amount Payment Status

        Click View Record.

        ✅ Result
        The selected Expense Entry opens in read-only mode displaying complete transaction details.

        Step 4: Review Expense Details

        After clicking View Record, Muhasib ERP opens the selected Expense Entry in a read-only inquiry window.

        The following information is available for review.

        Field Description Expense ID Displays the unique system-generated Expense ID. Transaction Number Displays the transaction reference number. Amount Displays the recorded expense amount. Short Description Displays the short description of the expense. Expense Type Displays the assigned Expense Type. Long Description Displays additional information recorded for the expense. Expense Date Displays the date on which displays:the expense was recorded. Fiscal Year Displays the fiscal year associated with the expense. Recorded By Displays the user who recorded the expense.
        ℹ️ Note
        Expense Inquiry is a read-only feature. It allows users to review expense information without modifying the original transaction.

        Step 5: Review Payment Records

        If payments have been recorded against the selected expense, they are displayed in the Payment Account Records section.

        The payment history includes the following information.

        Column Description
        TransPayment #ID Unique payment record identifier.
        Transaction No. Payment transaction identifiernumber. Date Recorded TimestampDate when the expensepayment 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 currencyrecorded. Payment StatusAmount CurrentAmount paid against the expense. Payment Type Displays the selected payment statemethod. (Unpaid, Paid,etc.)Payment Account Displays the account used for the payment.
        💡 Tip
        Reviewing

        Topayment viewrecords fullhelps detailsverify ofoutstanding 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 completebalances, payment history, including payment dates, amounts, types, and accounts used.

          Note: Fields are read-only in Inquiry mode. To edit an expense, use the dedicatedaccount expenseused entryfor module.each payment.
          Warning: Large

          Step date6: rangesClose orthe unfilteredWindow

          searches

          After mayreviewing impactthe systemrequired performance.information, Use specific filters whenever possible.

          Result

          ✅ You have successfully accessed and reviewedclose the Expense Inquiry Report.window Detailedor recordscontinue andreviewing paymentadditional trailsexpense arerecords. now
          visible

          Result

          for
          ✅ analysisExpense andInquiry decision-making.
          Viewed

          Best Practices

          Successfully
          • AlwaysThe applyselected relevantExpense Entry has been reviewed successfully.
          Complete expense details are available for verification. Associated payment records can be reviewed without modifying the original transaction. Expense information can be verified before reporting, auditing, or reconciliation.

          Best Practices

            Use search filters (dateto rangequickly andlocate the required expense. Review payment status)history before viewingmaking largefinancial datasets.decisions. RegularlyVerify reviewpayment unpaidstatus expensesbefore torecording maintainadditional healthy cash flow.payments. Use theExpense Fiscal Year filterInquiry to alignvalidate withtransactions before generating reports. Periodically review expense records to ensure 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.accuracy.

            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:

            No. Expense Inquiry screen?

            is A:a No.read-only Thescreen Inquiry module isused for viewingreviewing only.expense Navigaterecords. to the Expense Entry module to make changes. Q: How do or

            Yes. project?

            You A: Use advancedcan search optionsusing orthe combinetransaction filtersnumber, date range, payment status, and expense type filters.

            Can I view payment history for an expense?

            Yes. All recorded payments associated with Short/Longthe Descriptionselected fields.expense Additionalare filtersdisplayed mayin bethe availablePayment basedAccount onRecords configuration.

            section.

            Can

            Yes. Select the Unpaid payment status filter and apply the search.

            Does Expense Inquiry change any data?

            No. Viewing expense records does not modify any transaction.

            Related Articles

            • HowCreate to Record a Newan Expense
            • HowUpdate toan ProcessExpense
            Delete an Expense Record an Expense PaymentsPayment ExpenseView Types and Categorization Guide Financial Reports Overview

            Next Step

            Consider generating a full Expense Summary Report View Head-wise Expense Summary Report

            Next Step

            Continue by learning how to Print an Expense Receipt or proceedinggenerate toadditional paymentExpense processingReports for anyfurther unpaid items identified.analysis.

            Product: Muhasib ERP

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