Add a Manual Expense

This screen allows mobile app users to manually add a new expense by entering all financial, payment, and classification details. Users can also scan an invoice using a QR code to automatically extract the amount instead of entering it manually.

Before You Start

• This screen is available in the mobile app under the Quick Expenses Scanner app.
• The user must have permission to add expenses and view the expenses they have created.

Steps

• From the home screen of the Quick Expense Scanner app, tap the “Add Expense” button at the bottom of the screen.
• Enter the following details:
• Amount (Required): Enter the amount numerically and select the currency from the list, such as SAR.
  • Tax 1: Enter the tax amount and select its type from the “Type” list.
    • You can add another tax by tapping “Add Tax”, or remove an added tax by tapping “Remove Tax”.
  • Total (Required): An information icon (ℹ️) is displayed next to this field.
    • This field is calculated automatically based on the amount and taxes.
  • Date (Required): Select the expense date. It is populated by default with the current date.
  • Supplier: Select a supplier from the list, or tap “Add Supplier” to add a new supplier.
  • Treasury (Required): Select the treasury. A default treasury is preselected.
  • Journal Account: This field defaults to “Auto”. You can select a different account from the list.
  • Category: Select the expense category from the list.
  • Description: Enter additional notes, if needed.
  • Tap the blue camera icon to take a photo directly, or tap “Upload Image or File” to upload an invoice image or document from your device.
  • To scan an invoice using a QR code instead of entering the amount manually, tap the QR scan icon at the top of the screen. The system automatically extracts the invoice amount and populates it in the Amount field. You can review and edit it before saving.
• Tap the Save button to create the expense, or tap the small arrow next to it to open additional save options.

How the System Works

• The Save button remains disabled until all required fields are completed.
• Tapping Clear All resets all entered fields to their empty state.
• When an invoice is scanned using a QR code and the supplier’s Commercial Registration (CR) number is extracted, the system searches for a matching supplier using this number, as it is unique to each supplier:
  • If a matching supplier is found, the Supplier field is automatically populated with its name.
  • If no matching supplier is found, the Supplier field remains empty. No new supplier is created or automatically selected using the supplier name extracted from the invoice. The user can manually select a supplier if needed.
• When a supplier is selected in the manual expense entry form, the system automatically populates the last details previously used with the same supplier in a previous expense: the Journal Account, Tax, and Category, and also provides a suggestion in the Description field.
• Manually added expenses do not display the “AI Extracted” label, unlike automatically extracted expenses.
• When the arrow next to the Save button is tapped, a bottom sheet titled “Save Options” appears with two options:
  • Save & Add More: Saves the current expense, clears the form, and keeps you on the Add New Expense screen so you can immediately add another expense.
  • Save & Clone: Saves the current expense and opens a new expense form pre-filled with the same data as the saved expense, allowing you to modify any field before saving again.
• The selected save action, whether the standard Save action or either of the additional save options, is executed only after the data successfully passes validation.

Validation Rules

• The expense cannot be saved until all required fields are completed.
• A new supplier is not automatically created or selected based solely on the supplier name extracted from the QR code. Matching is based only on the Commercial Registration (CR) number.
• The “AI Extracted” label does not appear on any manually added expense.

Notes

• At the top of the screen, there is a blue QR scan icon for scanning an invoice, a “Clear All” link for clearing all fields, and a Close (X) button.
• Manually added expenses do not display the “AI Extracted” label, unlike automatically extracted expenses.