# Rekaz expense entry: every field, draft and attachment control Source: https://help.rekaz.io/en/articles/17060538-rekaz-expense-entry-every-field-draft-and-attachment-control Updated: 2026-09-22 Record one expense with its reference, category, branch, due date and amount. Use notes and an attachment to make the record understandable when someone reviews it later. **Orders → Expenses → New Expense → New Expense** ## Reference Number Use this required reference to recognize and find the expense later. Rekaz suggests a value for a new expense, and you can replace it with a reference meaningful to your team. For a supplier invoice, use a consistent reference that lets you match the record to the document. Check the value before saving; the list search looks for the reference. ## Expense Type Choose the category this expense belongs to. It is required even when saving a draft. For hair-colour materials, choose the category your team uses for those supplies. Selecting a category does not enter the amount or attach the supplier document for you. ## Search inside Expense Type Open the picker and type part of the saved category name. Choose a result to set it on the expense. The names are the data entered for your account; they can remain Arabic in the English interface. If no result matches, clear or change the search before creating another category. ## Clear expense type (×) The cross beside the selected type removes that selection from this form. It does not delete the category itself. Choose a replacement before saving because the field is required. ## Add expense type (+) The plus button opens New Expense Type without leaving the expense form. This is useful when the correct category is missing. Check existing categories first so a similar name does not split your records across two types. ## New type: Name Enter the new category’s name, up to 256 characters. It is required. Give it a reusable meaning such as “Care supplies”, rather than the reference for this one expense. ## New type: Description Optionally explain the category’s scope, up to 1,024 characters. For example, clarify that care supplies includes gloves and disposable covers. This description belongs to the category; use Notes for details of the current expense. ## New type: Save Save creates the category and selects it in the expense form. Review the selected name before continuing. The category has been saved separately; leaving the expense without saving does not cancel that category creation. ## New type: Cancel / Close Close the category dialog without creating its draft. Your expense form stays open so you can select an existing type instead. ## Branch Select the branch this cost belongs to. A default may already be selected, so check it rather than assuming it is the branch on the supplier document. The control can be hidden when branch selection is not needed for the account. ## Search inside Branch Open the branch picker and type part of a branch name to narrow its choices. Select the intended result; typing search text alone does not change the saved selection. ## Clear branch (×) Remove the current branch selection to choose another. This clears the field only, not the branch record. A branch is required for the expense, so finish the replacement before saving. ## Due Date Choose the date the expense falls due. The form begins with a date, but check it against the document you are recording. If an invoice is due on 22 September, select that day even when you enter it on 21 September. The expense list displays and filters by this due date. ## Calendar: previous month Move the calendar back one month to find a date. Moving between months does not select a day by itself. ## Calendar: next month Move forward one month, then select a day. Read the month and year heading before choosing, especially when the grid also shows days from a neighbouring month. ## Calendar: day selection Select the exact day. The calendar closes and the date button displays the choice. Check the displayed date before saving the expense. ## Amount Enter the amount for this expense. The accepted range is 0.1 to 999,999.99; a blank field or zero does not satisfy the minimum. Decimals are accepted: 125.50 is stored as the same value as 125.5. Record the amount that belongs to this expense, not a category budget or the total for several unrelated documents. Review the category, branch and amount together before submitting. ![Expense details](https://downloads.intercomcdn.com/i/o/aahcqj2g/2686680826/3a67eb8f341f61696bb04cca615c/6a63oq.png) _Expense details_ ## Notes Add optional context for this particular expense, up to 1,000 characters. For example, “Hair-colour supplies for September appointments” explains why the cost was recorded. The counter shows the current length. Keep the category definition in the type description and the transaction details here. ## Attachment / Upload Attach a supporting image or document when useful. The control accepts JPG/JPEG, PNG, PDF, WebP and HEIC/HEIF files, up to 5 MB. An unsupported file or one above the size limit produces an error instead of attaching it. Check the selected file before saving; the attachment is optional. ![Notes and attachment controls](https://downloads.intercomcdn.com/i/o/aahcqj2g/2686680820/43b45a19b255f11a75122b04d3e1/93zfgu.png) _Notes and attachment controls_ ## Upload progress and preview Wait until uploading finishes before saving. A newly chosen file may first appear by filename; a saved image can appear as a preview when you reopen the expense. Check that the file or preview is present instead of assuming that choosing a file completed the upload. ## Replace attachment The upload icon beside the attached file opens file selection again. Choose a replacement and wait for it to finish uploading, then save the expense. The form holds one attachment, so replacing it is different from adding a second document. ## Download attachment Use the download arrow beside the attachment to open or download the file. For an image preview, move over the image to reveal its actions. Downloading does not change the expense values. ## Remove attachment The trash icon removes the attachment from the open form. Save the expense to keep that change. Removing the attachment does not delete the whole expense; its reference, amount and other fields remain. ![Saved image attachment actions](https://downloads.intercomcdn.com/i/o/aahcqj2g/2686680823/f4901f53d549571222213e6092e0/u3yyrc.png) _Saved image attachment actions_ ## Draft Save a record with Drafted status when you want to keep it for further work. Draft still validates the required reference, type, branch, date and amount; it is not a way to save an empty form. Reopen the row to check the saved values. ## Submit Submit saves the expense as Submitted. Review the reference, branch, category, due date, amount and attachment first. The Arabic interface labels this action “حفظ”; “مسودة” is the separate draft action. In the list, check the resulting status so you know which action was applied. ## Back arrow Return to the expense list. Use Draft if you need to keep edits before leaving; the back arrow is navigation, not a save button.