Add a courier expense

Record an approved operational cost and link it to job/driver/vehicle where applicable. The guide then takes you through the correct route, the checks to complete before making changes, the workflow in order, and the evidence to review afterwards.

What you’ll accomplish

Record an approved operational cost and link it to job/driver/vehicle where applicable. The instructions below follow the supplied module’s controller, form and model rules, including server-side validation and downstream effects.

Follow these steps

1. Select expense type.
2. Enter a valid expense date.
3. Enter net and VAT amounts.
4. Link the relevant job, driver, vehicle or supplier/provider reference.
5. Add description/reference.
6. Save.
7. Check gross amount, job cost/margin and journal.

Fields and options to review

Rules the system enforces

• Expense date must be valid.
• Use the correct job link to prevent margin distortion.

How to confirm it worked

• The source record, status/history and any downstream notification, provider, POD or finance record should agree after the action.

Security, audit and operational checks

• Use the exact record and least-privilege role before changing any state.
• Verify the saved record after every action; a browser message alone is not evidence that every downstream step completed.
• Use protected document and image routes rather than exposing server filesystem paths.
• Keep customer, driver, provider, financial and credential data within the authorised workflow.
• For provider, finance, employment, transport and compliance decisions, follow the organisation’s authorised professional process.

Continue with related guidance