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itflow/agent/modals/expense/expense.php
johnnyq f43d4a9127 Audit logs stage 2: record history and a client Audit Log for agents, scoped to their role; auditLogKinds() gives each kind the module that shows it, with new auditLogRoleSql() (everything for an admin, otherwise the kinds the role reads and never Denied), auditLogHistory(), auditLogHistoryUrl(), auditLogHistoryHtml(), auditLogHistoryCard() and auditLogHistorySection(); a History tab on contacts, assets, networks and projects, a History card on racks, documents and the ticket, project, document and license template pages, and a folded History on the file, expense, recurring expense and trip quick looks, each newest first with who, when and the IP for an admin, the latest 50 with how many more and a link to all of them; vendors, locations, licenses, services and products use the shared list, and vendorHistory(), locationHistory(), softwareHistory(), serviceHistory() and productHistory() are removed; new agent/audit_log.php in the client nav after Calendar, with search, who, type, action, one record by name, dates, sortable columns, paging and Changes, Deletions, Sign-ins and Data out views, plus the quick look and a link to Admin > Audit Logs for admins; the client overview's Recent activity is role-scoped and links there for everyone; Your account > Activity rebuilt as the same list over the agent's own entries; the document versions card is now called Versions; the admin audit log quick look links to itself absolutely so it opens from agent pages
2026-10-19 00:13:28 -04:00

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<?php
/*
* An expense's quick look - the receipt (shown right in the window when it
* is a photo or a PDF, or attached here when there isn't one), who it was
* paid to and for what, the account and how it was paid (or the agent who
* paid it personally, and whether they are paid back), the client, who
* entered it, the refund it is or the refunds against it, billing it on to
* the client (the invoice it is on, with the margin, or what it will bill
* at), and the stock deliveries it paid for. Opened from the expenses list, the vendor's page,
* Transactions and search (expenses.php?open=).
*/
require_once '../../../includes/modal_header.php';
enforceUserPermission('module_financial');
$row = expenseRow(intval($_GET['id'] ?? 0));
if (!$row) {
echo json_encode(['error' => 'That expense no longer exists.']);
exit;
}
$expense_id = intval($row['expense_id']);
$cleared = reconcileLock('expense', $expense_id);
$client_id = intval($row['expense_client_id']);
$can_edit = lookupUserPermission('module_financial') >= 2;
$can_delete = lookupUserPermission('module_financial') >= 3;
$is_transfer = !empty($row['transfer_id']) || !empty($row['reimbursement_out_id']);
$is_payback = !empty($row['reimbursement_out_id']);
$paid_by = intval($row['expense_paid_by']);
$to_reimburse = $paid_by && !$row['expense_reimbursement_id'] && floatval($row['expense_amount']) > 0;
$amount = floatval($row['expense_amount']);
$currency = (string) $row['expense_currency_code'];
$receipt_kind = $row['expense_receipt'] && expenseReceiptPath($row['expense_receipt']) !== '' ? expenseReceiptKind($row['expense_receipt']) : '';
$receipt_missing = $row['expense_receipt'] && $receipt_kind === '' && expenseReceiptPath($row['expense_receipt']) === '';
$receipt_url = "expense_receipt.php?expense_id=$expense_id";
// Mileage - the trips in their own vehicle this pays for (functions/trips.php)
[$mileage_trips, $mileage_miles] = tripTotalsFor('trip_expense_id', $expense_id);
// Billing it on to the client
$can_sales = lookupUserPermission('module_sales');
$billed_on = intval($row['expense_invoice_id']);
$cost = round($amount - floatval($row['refunded_amount']), 2);
$billable = !$billed_on && intval($row['expense_billable']) && $client_id && $amount > 0 && !$is_transfer;
$bill_price = expenseBillPrice($cost, $row['expense_markup']);
$can_unbill = $billed_on && $can_edit && expenseCanUnbill($row['invoice_status']);
// Refunds against it, and the stock it paid for
$refunds = [];
$sql = mysqli_query($mysqli, "SELECT expense_id, expense_date, expense_amount, expense_description FROM expenses WHERE expense_refund_of_id = $expense_id ORDER BY expense_date ASC, expense_id ASC");
while ($refund = mysqli_fetch_assoc($sql)) {
$refunds[] = $refund;
}
$stock = [];
$sql = mysqli_query($mysqli, "SELECT stock_qty, stock_unit_cost, stock_created_at, product_id, product_name FROM product_stock
JOIN products ON product_id = stock_product_id
WHERE stock_expense_id = $expense_id ORDER BY stock_id ASC");
while ($move = mysqli_fetch_assoc($sql)) {
$stock[] = $move;
}
ob_start();
?>
<div class="modal-header bg-dark" data-bs-theme="dark">
<div class="d-flex align-items-center gap-3 min-w-0 flex-grow-1">
<?= vendorTile($row['vendor_name'] ?: 'Transfer', 'lg') ?>
<div class="min-w-0 flex-grow-1">
<h5 class="modal-title d-flex flex-wrap align-items-center column-gap-2">
<span class="fw-semibold text-break"><?= escapeHtml($is_payback ? 'Paid back to ' . ($row['reimbursed_to_name'] ?: 'an agent') : ($is_transfer ? 'Transfer out' : ($row['vendor_name'] ?: 'No vendor'))) ?></span>
<?php if ($amount < 0) { ?><span class="badge rounded-pill text-bg-success fw-normal fs-6">Refund</span><?php } ?>
</h5>
<div class="small text-body-secondary mt-1"><?= escapeHtml(implode(' · ', array_filter([date('M j, Y', strtotime($row['expense_date'])), $row['category_name']]))) ?></div>
</div>
<div class="text-end">
<div class="fs-4 fw-semibold itflow-money <?= $amount < 0 ? 'text-success' : 'text-white' ?>"><?= escapeHtml(billingMoney($amount, $currency)) ?></div>
<?php if (floatval($row['expense_tax_amount']) != 0) { ?>
<div class="small text-body-secondary">incl. <?= escapeHtml(billingMoney(abs(floatval($row['expense_tax_amount'])), $currency)) ?> tax</div>
<?php } ?>
</div>
</div>
<button type="button" class="btn-close btn-close-white ms-3" data-bs-dismiss="modal" aria-label="Close"></button>
</div>
<div class="modal-body">
<?php if ($is_payback) { ?>
<div class="alert alert-info small mb-3"><i class="fas fa-hand-holding-usd me-2"></i>This is money paid back to <?= escapeHtml($row['reimbursed_to_name'] ?: 'an agent') ?> for what they paid personally -
<a href="#" class="ajax-modal" data-modal-size="lg" data-modal-url="modals/expense/expense_reimbursement.php?id=<?= intval($row['reimbursement_out_id']) ?>">open the reimbursement</a> to see or undo it.</div>
<?php } elseif ($is_transfer) { ?>
<div class="alert alert-info small mb-3"><i class="fas fa-exchange-alt me-2"></i>This is the out side of a transfer between accounts - <a href="#" class="ajax-modal" data-modal-size="lg" data-modal-url="modals/transfer/transfer.php?id=<?= intval($row['transfer_id']) ?>">open the transfer</a> to change or delete it.</div>
<?php } ?>
<!-- The receipt -->
<?php if ($receipt_kind) { ?>
<div class="itflow-file-preview mb-3">
<?php if ($receipt_kind === 'image') { ?>
<a href="<?= $receipt_url ?>&amp;action=view" target="_blank" title="Open full size"><img src="<?= $receipt_url ?>&amp;action=view" alt="Receipt"></a>
<?php } else { ?>
<iframe src="<?= $receipt_url ?>&amp;action=view#view=FitH" title="Receipt"></iframe>
<?php } ?>
</div>
<?php } elseif (!$is_transfer) { ?>
<div class="itflow-expense-receipt-empty mb-3">
<i class="fas fa-receipt fa-2x opacity-50 mb-2"></i>
<div class="mb-2"><?= $receipt_missing ? "The receipt's file is missing from uploads/expenses/." : 'No receipt yet.' ?></div>
<?php if ($can_edit) { ?>
<form action="post.php" method="post" enctype="multipart/form-data" class="d-flex flex-wrap justify-content-center gap-2" autocomplete="off">
<input type="hidden" name="csrf_token" value="<?= $_SESSION['csrf_token'] ?>">
<input type="hidden" name="expense_id" value="<?= $expense_id ?>">
<div class="input-group" style="max-width: 26rem;">
<span class="input-group-text"><i class="fa fa-fw fa-paperclip"></i></span>
<input type="file" class="form-control" name="file" accept="image/*,application/pdf" required>
<button type="submit" name="expense_receipt_save" class="btn btn-primary"><i class="fas fa-upload me-1"></i>Attach</button>
</div>
</form>
<?php } ?>
</div>
<?php } ?>
<!-- At a glance -->
<div class="row g-2 itflow-asset-glance">
<div class="col-sm-6">
<?php if (!$is_transfer && intval($row['expense_vendor_id'])) { ?>
<div class="itflow-glance-item" title="Vendor">
<i class="fas fa-fw fa-building"></i>
<a class="text-truncate" href="vendor.php?vendor_id=<?= intval($row['expense_vendor_id']) ?>"><?= escapeHtml($row['vendor_name']) ?></a>
</div>
<?php } ?>
<div class="itflow-glance-item" title="Category">
<i class="fas fa-fw fa-list"></i>
<span><?= expenseCategoryDot($row['category_color'], $row['category_icon'] ?? '') ?><?= escapeHtml($row['category_name'] ?: 'No category') ?></span>
</div>
<?php if (floatval($row['expense_tax_amount']) != 0) { ?>
<div class="itflow-glance-item" title="Tax included">
<i class="fas fa-fw fa-percent"></i>
<span><?= escapeHtml(billingMoney(abs(floatval($row['expense_tax_amount'])), $currency)) ?> tax<?= $row['tax_name'] !== null ? ' at ' . escapeHtml(taxLabel($row)) : '' ?>, on <?= escapeHtml(billingMoney(abs($amount) - abs(floatval($row['expense_tax_amount'])), $currency)) ?></span>
</div>
<?php } ?>
<?php if ($mileage_trips) { ?>
<div class="itflow-glance-item" title="Mileage">
<i class="fas fa-fw fa-car-side"></i>
<a class="text-truncate" href="trips.php?expense_id=<?= $expense_id ?>">Mileage for <?= $mileage_trips ?> trip<?= $mileage_trips === 1 ? '' : 's' ?>, <?= escapeHtml(tripMilesText($mileage_miles)) ?></a>
</div>
<?php } ?>
<?php if ($paid_by) { ?>
<div class="itflow-glance-item" title="Paid personally">
<i class="fas fa-fw fa-hand-holding-usd"></i>
<span>
Paid personally by <?= escapeHtml($row['paid_by_name'] ?: 'an agent since deleted') ?><?= $row['expense_payment_method'] ? ' <span class="text-body-secondary">&middot; ' . escapeHtml($row['expense_payment_method']) . '</span>' : '' ?>
<?php if ($row['expense_reimbursement_id']) { ?>
<span class="d-block small"><a href="#" class="ajax-modal text-success-emphasis" data-modal-size="lg" data-modal-url="modals/expense/expense_reimbursement.php?id=<?= intval($row['expense_reimbursement_id']) ?>"><i class="fas fa-check-circle me-1"></i>Paid back <?= escapeHtml(date('M j, Y', strtotime($row['reimbursement_date']))) ?><?= $row['reimbursed_account_name'] ? ' from ' . escapeHtml($row['reimbursed_account_name']) : '' ?></a></span>
<?php } elseif ($to_reimburse) { ?>
<span class="d-block small text-warning-emphasis fw-semibold">To reimburse</span>
<?php } ?>
</span>
</div>
<?php } else { ?>
<div class="itflow-glance-item" title="Paid from">
<i class="fas fa-fw fa-piggy-bank"></i>
<span><?= escapeHtml($row['account_name'] ?: 'No account') ?><?= $row['expense_payment_method'] ? ' <span class="text-body-secondary">&middot; ' . escapeHtml($row['expense_payment_method']) . '</span>' : '' ?></span>
</div>
<?php } ?>
<?php if ($row['expense_reference']) { ?>
<div class="itflow-glance-item" title="Reference">
<i class="fas fa-fw fa-hashtag"></i>
<span class="font-monospace text-break"><?= escapeHtml($row['expense_reference']) ?></span>
</div>
<?php } ?>
</div>
<div class="col-sm-6">
<div class="itflow-glance-item" title="Client">
<i class="fas fa-fw fa-user"></i>
<?php if ($client_id) { ?>
<a class="text-truncate" href="client_overview.php?client_id=<?= $client_id ?>"><?= escapeHtml($row['client_name']) ?></a>
<?php } else { ?>
<span class="text-body-secondary">Not for a client</span>
<?php } ?>
</div>
<div class="itflow-glance-item" title="Entered">
<i class="fas fa-fw fa-clock"></i>
<span><span title="<?= escapeHtml($row['expense_created_at']) ?>"><?= timeAgo($row['expense_created_at']) ?></span><?php if ($row['created_by_name']) { ?> <span class="text-body-secondary">by <?= escapeHtml($row['created_by_name']) ?></span><?php } ?></span>
</div>
<?= reconcileGlanceHtml($cleared) ?>
<?php if ($row['expense_recurring_expense_id']) { ?>
<div class="itflow-glance-item" title="Recorded by">
<i class="fas fa-fw fa-redo-alt"></i>
<span>Recorded by <?= $row['recurring_expense_frequency'] !== null
? '<a href="#" class="ajax-modal" data-modal-size="lg" data-modal-url="modals/recurring_expense/recurring_expense.php?id=' . intval($row['expense_recurring_expense_id']) . '">the ' . escapeHtml(strtolower(recurringInvoiceFrequencies()[$row['recurring_expense_frequency']] ?? 'monthly') . ' recurring expense') . '</a>'
: 'a recurring expense since deleted' ?></span>
</div>
<?php } ?>
<?php if ($billed_on) { ?>
<div class="itflow-glance-item" title="Billed">
<i class="fas fa-fw fa-file-invoice-dollar"></i>
<span>
<?php if ($row['invoice_status'] === null) { ?>
Billed on an invoice since deleted
<?php } else { ?>
Billed on <?= $can_sales ? '<a href="invoice.php?invoice_id=' . $billed_on . '">' . escapeHtml($row['invoice_prefix'] . $row['invoice_number']) . '</a>' : escapeHtml($row['invoice_prefix'] . $row['invoice_number']) ?><?= $row['invoice_status'] === 'Cancelled' ? ' <span class="text-danger-emphasis">(cancelled)</span>' : '' ?>
<?php if ($row['billed_subtotal'] !== null) { ?>
at <?= escapeHtml(billingMoney($row['billed_subtotal'], $currency)) ?>
<span class="text-body-secondary">&middot; <?= escapeHtml(expenseMarginText($row['billed_subtotal'], $cost)) ?></span>
<?php } ?>
<?php } ?>
</span>
</div>
<?php } elseif ($billable) { ?>
<div class="itflow-glance-item" title="To bill">
<i class="fas fa-fw fa-file-invoice-dollar"></i>
<span>
<?php if ($cost <= 0) { ?>
Billable, but refunded in full
<?php } else { ?>
<span class="text-warning-emphasis fw-semibold">To bill</span> at <?= escapeHtml(billingMoney($bill_price, $currency)) ?>
<span class="text-body-secondary">&middot; <?= escapeHtml(rtrim(rtrim(number_format(floatval($row['expense_markup']), 2, '.', ''), '0'), '.')) ?>% markup</span>
<?php if ($can_sales) { ?>
<span class="text-body-secondary">&middot;</span> <a href="unbilled_time.php?client_id=<?= $client_id ?>">Unbilled Time</a>
<?php } ?>
<?php } ?>
</span>
</div>
<?php } ?>
<?php if ($row['expense_refund_of_id']) { ?>
<div class="itflow-glance-item" title="Refund of">
<i class="fas fa-fw fa-undo-alt"></i>
<span>Money back on <a href="#" class="ajax-modal" data-modal-size="lg" data-modal-url="modals/expense/expense.php?id=<?= intval($row['expense_refund_of_id']) ?>"><?= $row['refund_of_date'] !== null ? escapeHtml(billingMoney($row['refund_of_amount'], $currency) . ' from ' . $row['refund_of_date']) : 'an expense since deleted' ?></a></span>
</div>
<?php } ?>
<?php if ($refunds) { ?>
<div class="itflow-glance-item" title="Refunds">
<i class="fas fa-fw fa-undo-alt"></i>
<span>
<span class="text-success-emphasis"><?= escapeHtml(billingMoney($row['refunded_amount'], $currency)) ?> back</span>
<span class="text-body-secondary">&middot;
<?php foreach ($refunds as $i => $refund) { ?><?= $i ? ', ' : '' ?><a href="#" class="ajax-modal" data-modal-size="lg" data-modal-url="modals/expense/expense.php?id=<?= intval($refund['expense_id']) ?>"><?= escapeHtml($refund['expense_date']) ?></a><?php } ?>
</span>
</span>
</div>
<?php } ?>
</div>
</div>
<?php if (trim((string) $row['expense_description']) !== '') { ?>
<div class="mt-3">
<div class="small fw-semibold text-uppercase text-body-secondary mb-1">Description</div>
<div class="text-break" style="white-space: pre-line;"><?= escapeHtml($row['expense_description']) ?></div>
</div>
<?php } ?>
<?php if ($stock) { ?>
<div class="mt-3">
<div class="small fw-semibold text-uppercase text-body-secondary mb-1">Stock it paid for</div>
<?php foreach ($stock as $move) { ?>
<div class="d-flex justify-content-between gap-2 small py-1 border-bottom">
<a class="text-truncate" href="product.php?product_id=<?= intval($move['product_id']) ?>"><i class="fas fa-fw fa-box-open text-secondary me-1"></i><?= escapeHtml(rtrim(rtrim(number_format(floatval($move['stock_qty']), 2, '.', ''), '0'), '.') . ' × ' . $move['product_name']) ?></a>
<span class="text-body-secondary text-nowrap"><?= $move['stock_unit_cost'] !== null ? escapeHtml(billingMoney($move['stock_unit_cost'], $currency)) . ' each' : '' ?></span>
</div>
<?php } ?>
</div>
<?php } ?>
<!-- Its history, from the audit log -->
<?= auditLogHistorySection(auditLogHistory('Expense', $expense_id, 10), ['client_id' => $client_id]) ?>
</div>
<div class="modal-footer">
<?php if ($receipt_kind) { ?>
<a class="btn btn-outline-secondary" href="<?= $receipt_url ?>"><i class="fas fa-download me-2"></i>Receipt</a>
<?php } ?>
<?php if ($can_edit && !$is_transfer) { ?>
<button type="button" class="btn btn-primary text-bold ajax-modal" data-modal-size="lg" data-modal-url="modals/expense/expense_edit.php?id=<?= $expense_id ?>"><i class="fas fa-edit me-2"></i>Edit</button>
<div class="btn-group">
<button type="button" class="btn btn-outline-secondary ajax-modal" data-modal-size="lg" data-modal-url="modals/expense/expense_copy.php?id=<?= $expense_id ?>"><i class="fas fa-copy me-2"></i>Copy</button>
<?php if ($amount > 0) { ?>
<button type="button" class="btn btn-outline-secondary ajax-modal" data-modal-size="lg" data-modal-url="modals/expense/expense_refund.php?id=<?= $expense_id ?>"><i class="fas fa-undo-alt me-2"></i>Refund</button>
<?php } ?>
</div>
<?php } ?>
<?php if ($to_reimburse && $can_edit) { ?>
<button type="button" class="btn btn-outline-success ajax-modal" data-modal-size="lg" data-modal-url="modals/expense/expense_reimburse.php?expense_ids[]=<?= $expense_id ?>"><i class="fas fa-hand-holding-usd"></i><span class="d-none d-sm-inline ms-2">Reimburse</span></button>
<?php } ?>
<?php if ($can_unbill) { ?>
<a class="btn btn-outline-secondary confirm-link" href="post.php?expense_unbill=<?= $expense_id ?>&amp;csrf_token=<?= $_SESSION['csrf_token'] ?>"
data-confirm-text="<?= $row['invoice_status'] === 'Cancelled' ? escapeHtml($row['invoice_prefix'] . $row['invoice_number']) . ' is cancelled, so its line stays on it' : 'Its line comes off ' . escapeHtml($row['invoice_prefix'] . $row['invoice_number']) ?> and it waits to be billed again."><i class="fas fa-unlink"></i><span class="d-none d-sm-inline ms-2">Take off Invoice</span></a>
<?php } ?>
<?php if ($can_delete && !$is_transfer && $cleared) { ?>
<?= reconcileLockedButtonHtml($cleared) ?>
<?php } elseif ($can_delete && !$is_transfer) { ?>
<a class="btn btn-outline-danger confirm-link" href="post.php?delete_expense=<?= $expense_id ?>&amp;csrf_token=<?= $_SESSION['csrf_token'] ?>"
data-confirm-text="<?= escapeHtml(expenseLabel($row)) ?> goes for good<?= $row['expense_receipt'] ? ', with its receipt' : '' ?>.<?= $billed_on && $row['invoice_status'] !== null ? ' Its line stays on ' . escapeHtml($row['invoice_prefix'] . $row['invoice_number']) . '.' : '' ?><?= $mileage_trips ? ' Its ' . ($mileage_trips === 1 ? 'trip is' : $mileage_trips . ' trips are') . ' to pay back for again.' : '' ?>"><i class="fas fa-trash"></i><span class="d-none d-sm-inline ms-2">Delete</span></a>
<?php } ?>
<button type="button" class="btn btn-light" data-bs-dismiss="modal"><i class="fa fa-times me-2"></i>Close</button>
</div>
<?php
require_once '../../../includes/modal_footer.php';
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