Expenses - Entity | Meander Platform | Generated by Eircodex v8.8.6

Description

Travel and out-of-pocket expense claims registered by peer mentors and coordinators against a logged activity, classified by expense type and routed through approval to reimbursement.

Data Structure

Name	Type	Description	Constraints
`id`	`uuid`	Primary key for the expense record	PKrequiredunique
`activity_id`	`uuid`	Foreign key to the activity this expense is claimed against	required
`expense_type_id`	`uuid`	Foreign key to the configured expense type (e.g. mileage, toll, parking, transit, driver-honorarium)	required
`user_id`	`uuid`	User who submitted the expense (peer mentor or coordinator on behalf)	required
`organization_id`	`uuid`	Tenant organization scope for multi-tenant isolation	required
`amount`	`decimal`	Monetary amount claimed in NOK	required
`currency`	`string`	ISO 4217 currency code	required
`distance_km`	`decimal`	Distance in kilometers for mileage-type expenses; null for non-mileage types	-
`expense_date`	`datetime`	Date the expense was incurred	required
`description`	`text`	Optional free-text note describing the expense	-
`status`	`enum`	Lifecycle status of the expense claim	required
`auto_approved`	`boolean`	Whether the expense was automatically approved by rules engine (below threshold and no receipt required)	required
`requires_receipt`	`boolean`	Whether a receipt is required based on expense type and amount threshold (e.g. >100 NOK for HLF)	required
`approver_id`	`uuid`	User who approved or rejected the expense	-
`approved_at`	`datetime`	Timestamp of approval/rejection decision	-
`rejection_reason`	`text`	Reason text when status is rejected	-
`created_at`	`datetime`	Record creation timestamp	required
`updated_at`	`datetime`	Record last update timestamp	required
`synced_at`	`datetime`	Timestamp when offline-created record was synced to backend	-

Database Indexes

idx_expenses_activity_id

btree

Columns: activity_id

idx_expenses_user_id

btree

Columns: user_id

idx_expenses_organization_id

btree

Columns: organization_id

idx_expenses_expense_type_id

btree

Columns: expense_type_id

idx_expenses_status

btree

Columns: status

idx_expenses_org_status

btree

Columns: organization_id, status

idx_expenses_expense_date

btree

Columns: expense_date

Validation Rules

amount_non_negative error

Validation failed

distance_required_for_mileage error

Validation failed

expense_date_not_future error

Validation failed

valid_expense_type error

Validation failed

valid_status_transition error

Validation failed

rejection_reason_required error

Validation failed

currency_iso_code error

Validation failed

Business Rules

expense_must_link_to_activity

on_create

Every expense must be attached to an existing activity record

Enforced by: Expense Service Expense Form

auto_approval_under_threshold

on_create

Expenses under 50 km mileage with no receipt requirement are auto-approved per HLF rule; configurable per organization

Enforced by: Expense Service Rules Engine Approval Rules Store

manual_approval_above_threshold

on_create

Expenses above the configured threshold require manual approval by Org Admin

Enforced by: Expense Service Rules Engine Approval Service

receipt_required_above_amount

on_create

When amount exceeds the receipt-required threshold (e.g. 100 NOK), a receipt must be attached before submission

Enforced by: Expense Form Expense Rules Service Receipt Upload Service

mutually_exclusive_expense_types

on_create

Mutually exclusive expense type combinations (e.g. mileage and transit ticket for the same trip) are rejected by the type rules

Enforced by: Expense Rules Service Expense Type Picker

no_modification_after_reimbursement

on_update

Reimbursed expenses are immutable

Enforced by: Expense Service Approval Service

tenant_isolation

always

Expenses are scoped to the submitter's organization and never visible across tenants

Enforced by: Expense Service Approval Service Reimbursement Aggregation Service

CRUD Operations

create allowed

Expense Form Expense Service

read allowed

Expense Form Expense Service Expense Store Approval Queue Page Approval Service Reimbursement Overview Page Reimbursement Aggregation Service

update allowed

Expense Form Expense Service Approval Service Rules Engine

delete allowed

Expense Service

Storage Configuration

Storage Type

primary_table

Location

main_db

Partitioning

No Partitioning

Retention

archive_after_1year

Components Managing This Entity

data Expense Store ["backend"] service Expense Service ["backend"] ui Expense Form ["mobile"] service Receipt Upload Service ["backend"] service Expense Rules Service ["backend"] ui Expense Type Picker ["mobile"] service Approval Service ["backend"] ui Approval Queue Page ["frontend"] data Approval Rules Store ["backend"] service Rules Engine ["backend"] service Reimbursement Aggregation Service ["backend"] ui Reimbursement Overview Page ["frontend"]