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Expenses

This page describes the Expenses form in the Expenses module.

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Use the Expense form when you need to print an Expense record or a range of records.

You can also print an individual Expense record by opening the record and clicking the Printer icon (Windows/Mac OS X) or selecting 'Print' from the File menu (all platforms). To print an Expense record to screen, click the Preview icon (Windows/Mac OS X only).

No.
Range Reporting    Numeric
Enter an Expense Number to print a single Expense record, or a range of Expense Numbers, separating the first and last number with a colon (:). You must specify an Expense Number or range of Numbers: if you leave this field empty, no forms will be printed.
You can use the fields listed below when you design the Form Template to be used by the Expense form. If you do not want to print the decimal places in numeric fields, choose the Cut Decimals option in the record in the Values in Text setting for the Language specified in the Company Info setting.

Header Fields

Header fields will be printed once per Expense record.

Field in Form TemplatePrints (from Expense record)
AmountTOTAL
Amount for Russian Payment FormTOTAL, converted to Base Currency 1
Amount in TextPrints the TOTAL as a phrase, constructed using the relevant record in the Values in Text setting for the Language in the current user's Person record or in the Company Info setting
Amount in Text, Basecurrency 1Prints the TOTAL converted to Base Currency 1 as a phrase. The phrase is constructed using the relevant record in the Values in Text setting for the Language in the current user's Person record or in the Company Info setting
Amount RoundedTOTAL, printed as a negative figure
Comment 2 Name
CurrencyCurrency or, if blank, Base Currency 1
DayThe day from the Transaction Date. For example, the day from 22/12/2018 will be printed as "22"
DifferenceTOTAL - the total value of any Personnel Payments connected to the Expense record (i.e. TOTAL - the value printed by the "Payment Rows Total" header field)
Document TypePrints the word "Expense"
Effective DateExp. Date
Invoice SignaturePrints the Signer (i.e. the Signer's Signature) and the Signer's Name (from the Global User or Person register) on separate lines, so you should specify a Line Height for this field
MonthThe month from the Transaction Date. For example, the month from 22/12/2018 will be printed as "12"
Month in wordsThe name of the month in the current date, taken from the record in the Days and Months setting in the System module for the Language in the current user's Person record
Number of Other PapersNo. of Documents
Payment Rows TotalTotal value of any Personnel Payments connected to the Expense record
PersonPerson
Rate Exchange Rate, expressed as a ratio
Serial Number (Number Series) No.
SignatureSignature of the Person who created the Expense record
Sum, excluding VATTOTAL - VAT
TAX Authority IDTax Auth. ID. The Tax Auth. ID field is only visible in the Expense record if the VAT Law in the Company Info setting is set to "Argentinean", "Bolivian" or "Latvian"
Total AmountBase TOTAL - Base VAT
Total BaseBase TOTAL
Total QuantityNumber of rows in the Expense record
Total Quantity (totqty) Sum of the values in the "Quantity" row field (i.e. sum of the values in the Qty field on flip B of the Expense record)
Total VAT ValueVAT
Transaction Date (transdate) Trans. Date
VAT Total in Base Currency 1Base VAT
YearThe year from the Transaction Date. For example, the year from 22/12/2018 will be printed as "2018"

Account Summary

The following fields allow you to add a table to the Form Template that will list the Accounts used in the Expense records together with total amounts. These fields will each be printed once for each Account used in an Expense record. You should specify a Line Height in these fields, and set the Format to "Header":

Field in Form TemplatePrints
Cost AccountAccount
Purchase ValueAmount claimed

Person Information

The following fields print information taken from the record in the Person register for the Person in the Expense record:

Field in Form TemplatePrints (from Person)
Bank AccountBank A/C
DepartmentDepartment
Description Job Descr.
Extra CostCost per Hour
Group Job Group
Person AccountAccount
Person ID Personal ID
Person Name Name
Person SpecificationSpecification
Price Price per Hour
Tag/ObjectTag/Object

Transaction Summary

The following fields allow you to add a section to the Form Template that will summarise the transactions with an employee that have occurred since the date of their previous expense claim. For example, if you are printing an employee's expense claim dated August 31 and that employee's previous expense claim was dated July 31, these fields will summarise the transactions made since July 31.

Field in Form TemplatePrints
Person Start BalanceBalance owed to (negative) or owed by (positive) the Person on the date of their previous Expense record
SumTotal value of payments made to or received from the employee since their previous Expense record, compiled from Personnel Payments and from Cash In and Cash Out records with rows in which the Type is "Personnel Payment"
Start BalanceBalance owed to (negative) or owed by (positive) the Person on the date of the Expense record being printed, but not including that Expense record
End BalanceBalance owed to (negative) or owed by (positive) the Person on the date of the Expense record being printed, including that Expense record

The following fields allow you to add a table to the Form Template that will list the Payment Modes (i.e. payment methods) used in payments made to or received from the employee since their previous Expense record, with total amounts. These fields will each be printed once for each Payment Mode that you have used (a Payment Mode will be listed more than once if you have used it with more than one Currency). You should specify a Line Height in these fields, and set the Format to "Header":

Field in Form TemplatePrints
Invoice AmountAmount paid (in Currency)
Payment Mode, rowPayment Mode
XItemNameCurrency Code

Row Fields

Row fields will be printed once for each Expense row, so in each one you should specify a Line Height and set the Format to "Matrix".

This list describes the row fields that will be printed from "normal" Expense rows: please refer to the section below for a list of fields that will print information from "special" rows added by the 'Connect to Personnel Prepayment' function.. An Expense record that contains "special" rows will usually contain "normal" rows as well. You can include row fields of both kinds in a Form Template: they will be printed as appropriate from each row, printing the appropriate information for the type of row.

Field in Form TemplatePrints (from Expense row)
Description 1If an Item has been specified on flip B of the Expense row, the Description from the Item record
Description 2Desc.
Item Code Item (from flip B)
Item Code 2 Item (from flip B)
NumberDocument No. (from flip C)
Order DateDate (from flip C)
Project NameIf a Project has been specified on flip B of the Expense row, the Description from the Project record
Project Number, row Project (from flip B)
QuantityQty (from flip B)
Sales AccountA/C
Sales Price including VATAmount Incl. VAT
Serial Number (serienr) Identifier (from flip C)
Subtotal in Base Currency 1 Amount Incl. VAT - VAT, converted to Base Currency 1
Supplier Supplier (from flip C)
Supplier Name Supplier Name (from flip C) or, if blank, the Name from the Contact record for the Supplier
Supplier VAT Reg. NumberIf a Supplier has been specified on flip C of the Expense row, the VAT Reg. No. from the Contact record for the Supplier
Tag/Object, rowTags/Objects
Total in Base Currency 1, row Amount Incl. VAT converted to Base Currency 1
Transaction RowRow number
VAT % excl., rowAmount Incl. VAT - VAT
VAT CodeV-Cd
VAT Value, rowVAT
VAT Value in Base Currency 1, rowVAT converted to Base Currency 1

"Personnel Payment" Rows

The following row fields are the only fields that will be printed from "Personnel Payment" rows. You may have included these fields in the Form Template as a matter of course, because of the information that they print from "normal" rows. You should specify a Line Height and set the Format to "Matrix" in these fields:

Field in Form TemplatePrints
Description 2 The text in the "Connect to Personnel Payment" row, or, if blank, the phrase "Personnel Payment "
Sales Price including VATThe value of the Prepayment

Please refer here for details of the standard fields that you can also include in the Form Template.

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Forms in the Expenses module:

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