The Expense module in Tradogram is optimized for speed and flexibility, focusing on a different type of spend than the standard Purchase Order workflow.

The Purpose of the Expense Module

The Expense feature is specifically designed to handle irregular or minor expenditures—the kind of "out-of-pocket" purchases that don't typically require a formal Purchase Order or a pre-negotiated contract. Examples include:

• Travel meals or parking fees.
• Emergency hardware store runs.
• One-off office supplies bought locally.

Why the Database is Disabled

Because these purchases are usually unplanned and involve "one-off" items that aren't part of your standard inventory or recurring supply chain, expense items must be entered manually. Keeping the database separate from the expense module offers two main benefits:

1. Speed: Users can quickly type in what they bought and the amount without having to search through thousands of standardized SKUs.
2. Database Integrity: It prevents your core Item Database from being cluttered with miscellaneous, non-recurring items that don't need to be tracked as official inventory.

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How to Use Database Items for Expenses (via Requisition)

If you have an expenditure that does involve items from your official database but needs to be processed as an expense, you can still bridge the two modules:

1. Create a Requisition: Start by creating a standard requisition and select your desired items from the database.
2. Convert to Expense: Once the requisition is approved, you can choose to convert it into an expense record instead of a Purchase Order.

This workflow allows you to maintain the integrity of your item tracking while utilizing the simplified approval and reimbursement flow of the expense module.

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When should I use a Purchase Order instead?

If the items you are buying are recurring, high-value, or already exist in your Item Database, you should use the Purchase Order module. This allows you to:

• Access pre-set pricing and supplier links.
• Track inventory levels.
• Utilize 3-way matching.

Success Tip: If you find yourself manually entering the same "Expense" items every week, consider transitioning those purchases to a Purchase Order. This will allow you to pull from your database, save time on data entry, and get better visibility into your recurring spend.

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