Expense
Register
Service-related expenses tracked with GST split, TDS deductions, and full document traceability
The Challenge
Service expenses are recorded in spreadsheets or general ledgers with no link to the purchase order or service acceptance that authorised them. When auditors ask for the trail, it takes days to reconstruct.
GST is captured as a single amount per invoice. At return filing time, splitting CGST, SGST, and IGST across hundreds of service entries becomes a manual exercise prone to error.
TDS deductions are tracked separately from the expenses they relate to. Reconciling section-wise TDS with actual service payments requires cross-referencing multiple sources.
How We Address This
Three Entry Types
Every expense is categorised by how it entered the register. Forward entries record the original service acceptance. Correction entries capture debit note adjustments. Reversal entries undo a previously posted acceptance. Each type links back to the originating requisition, purchase order, and service acceptance document.
GST Split per Line
Each expense line records CGST, SGST, and IGST amounts at both unit and line level. The HSN or SAC code is captured per entry. No aggregation — the data is ready for GST return preparation without manual reclassification.
TDS Tracking
TDS section code, applicable rate, and deducted amount are recorded per expense line. Period summaries calculate net TDS — forward postings minus reversals — for the current month, quarter, and financial year. Section-wise breakdowns support TDS return preparation.
Period Summaries
Aggregated statistics across four time windows: all-time, current month, current quarter, and current financial year. Each period shows service acceptance count, debit note count, reversal count, net expense amount, and net TDS withheld. Financial year quarters are aligned to the organisation's configured FY start month.
16+ Filter Dimensions
Search and filter by expense ID, department, requester, vendor, classification, category, location, entry type, date range, amount range, and financial year. Global search spans expense ID, item name, supplier name, service acceptance number, and purchase order number. Results sortable by five columns.
CSV Export
Export the full register with all fields including GST split and TDS details. Optional financial year filter narrows the export to a specific period. Standard CSV format for auditors, accountants, or migration to other systems.
Automatic Population
Expenses are created automatically when a service acceptance is posted — no manual entry. Reversals and debit note corrections flow through the same automation. The register is always current with the procurement workflow.
Full Traceability
Every expense line links back to the service acceptance line, purchase order line, and purchase requisition line that authorised it. Supplier name, document numbers, and invoice details are stored directly on the expense record for fast querying without joins.
When an expense line is actually a capital cost
Some expense PO lines — freight on a new asset, CHA fees on an import, transit insurance — are not period expenses at all. They are part of the landed cost of the asset they support, and capitalising them to the right asset is the difference between an asset register that matches reality and one that doesn't.
ProcureTrail makes that decision explicit. Every expense PO line carries a capitalize_to_asset flag plus a landed-cost category (Freight, CHA, Insurance, etc.). When the flag is set, the line does not appear in the expense register at posting — instead, an AssetCostComponent row is written to the asset it is linked to via a GRNLandedCostLink. The total landed cost on the asset is recomputed automatically.
The Service Acceptance approval for a landed-cost line is routed to the goods receiver (the final approver of the linked GRN), not to the expense PO's normal approval matrix. The person who took delivery of the asset signs off on the cost that gets added to its book value.
See Landed cost for the full flow.
Further Reading
TDS on Purchase OrdersSection-wise TDS deduction from purchase order through to expense posting.
GST Split on Purchase OrdersAutomatic CGST/SGST/IGST determination based on vendor and organisation location.
Vendor Debit Note ProcessFrom rejected services to formal recovery — correction entries flow into the expense register.
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