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Entering an Expense Record - Cost Card

Use the grid on the 'Cost' card to enter the details of the Expense claim. This is divided into four horizontal flips, each showing additional columns. When you click on a flip tab (marked A-D), the two or three right-hand columns are replaced.

To add rows to an Expense record, click in any field in the first blank row and enter appropriate text. To remove a row, click on the row number on the left of the row and press the Backspace key. To insert a row, click on the row number where the insertion is to be made and press Return.

Flip A

A/C
Paste Special    Account register, System module/Nominal Ledger
Enter the Cost Account to be debited in the Nominal Ledger Transaction created from the Expense record. After entering an Account number, the Account name will be brought in to the Description field. Use Paste Special to choose from the Chart of Accounts.

You can have an Account brought in by specifying an Account Short Code in the Short. field to the right.

You can also enter the Code of an Autotransaction to this field. Autotransactions allow you to automate the entry of frequently used Transactions, not only reducing labour but also ensuring the correct Accounts are used every time. An example Autotransaction might be one that distributes the cost of an Expense item across several Objects on a percentage basis.

If you specify a Way List on flip D, the Cost Account from the Item in the Way List Settings setting or, if that is blank, the Account in the Way List Settings setting will be copied here automatically.

Objects
Paste Special    Object register, Nominal Ledger/System module
You can assign up to 20 Objects, separated by commas, to this row. They will be transferred to the debit posting in the Nominal Ledger Transaction generated for this Expense claim, and can be used for your profit centre reports. You might define separate Objects to represent different departments, cost centres or product types. This provides a flexible method of analysis that can be used in Nominal Ledger reports.

Note that you can assign an Object to each member of personnel in the Person register. This Object will appear automatically in all credit postings in the Nominal Ledger Transaction generated for this Expense claim.

If you enter a Project on flip B and this Project has been given an Object, this Object will be copied here automatically. You can also have an Object brought in by specifying an Account Short Code in the field immediately to the right.

If you specify a Way List on flip D, the Objects from the Way List header will be copied here automatically.

Short.
Paste Special    Account Short Codes setting, Nominal Ledger
You can use Short Codes to help reduce errors when selecting Accounts and Objects. You can also use them if you do not want members of staff using Purchase Invoices and Expenses to have any access to the Account and Object registers (which means that they will not be able to use 'Paste Special' to choose Accounts and Objects). Enter a Short Code here to bring in the appropriate Account and Object(s).

Desc.
Default taken from    Account
The Account name will be entered here automatically when you specify an Account number. This text can be changed if necessary.

If you specify a Way List on flip D, the Description from the Way List Settings setting will be copied here automatically instead of the Account name.

Amount Incl VAT
Enter here the expense amount inclusive of VAT. If you have specified a Currency, this figure should be in that Currency.

If you specify a Way List on flip D, the Total, cost from the Way List footer will be copied here automatically.

VAT
VAT for this row is calculated from the Amount Incl. VAT and the VAT Code (below).

V-Cd
Paste Special    VAT Codes setting, Nominal Ledger
The VAT Code entered here refers to a VAT Code record entered using the VAT Codes setting in the Nominal Ledger. It determines the rate at which VAT will be charged on this Expense item and the VAT Account to be debited.

A default is offered, taken from the Account record or from the 'VAT' card of the Account Usage P/L setting. If you specify a Way List on flip D, the default will be the Domestic VAT Code from the Item in the Way List Settings setting.
Flip B
Item
Paste Special    Item register
You may enter the Item Number of the purchased Item here. If you have assigned this Expense row to a Project, this information will be used by the Job Costing module.

If you specify a Way List on flip D, the Item from the Way List Settings setting will be copied here automatically. This Item will determine the A/C and VAT Codes on flip A.

Qty
The quantity purchased can be entered here.

If you specify a Way List on flip D, the Total, km from the Way List footer will be copied here automatically.

Proj
Paste Special    Project register, Job Costing module (if installed)
A Project number to which the Expense row can be linked. When you approve the Expense record, a Project Transaction will be created for each row with a Project number, Item Number and Quantity. This ensures the value of the Expense row will be added to the cost of the Project, and that the Project Customer will be charged for the Expense row if this is demanded by the charging structure of the Project. Please click here for full details.

If the Project has been given an Object, this will be copied to the Objects field on flip A of the Expense.

If you specify a Way List on flip D, the Project from the Way List header will be copied here automatically.
Flip C
You can use the fields on flip C when Expense claims are accompanied by receipts or invoices. You can enter the invoice or receipt number in the Document Nr field, and you should record the Date and Supplier in the appropriate fields. A 'Paste Special' list is available from the Supplier field. The Supplier field is for information only: there are no consequences in the Purchase Ledger. The Date field can be important in the case of an Expense record in Currency. If the Exchange Rate changes between this Date and the Transaction Date in the header, and if you are using the Expense Date Rate for Cost Accounting option in the Expense Settings setting, the difference will be posted to the Rate Round Off Account on the 'Exch. Rate' card of the Account Usage S/L setting. Please refer to the Expenses in Currency page for more details and an example.

Flip D

Way List
Paste Special    Way List register, Expenses module
Use this field when you need to support an expense claim for mileage with the details of the journeys you have made. First, enter the journey details in a new record in the Way List register. Then, enter the Way List Number here. The Total, Cost and Total, km from the Way List footer will be brought in to the Amount Incl VAT field on flip A and the Qty field on flip B respectively. The Object and Project from the Way List header will be brought in to the Object on flip A and the Project on flip B respectively of the Expense record. The VAT Code will be brought in from the Item specified in the Way List Settings setting. The A/C will be taken from that Item's Cost Account or from the Way List Settings setting. Finally, the Description will be brought in from the Way List Settings setting.

If the Amount Incl VAT, Qty, A/C, Object and Description fields remain empty after you have specified a Way List, the probable cause is that you have not entered an Item in the Way List Settings setting. You must specify such an Item if you want to link Expense records and Way Lists is this way.
Footer
OK
When you check this box and save the record by clicking [Save], the Expense is approved and a corresponding Transaction is created in the Nominal Ledger. Because of this, you will no longer be able to make changes to the Expense record.
References in these web pages to approved Expense records are to those whose OK check box has been switched on.

No. of Documents
Enter here the number of receipts or other documents that you have in support of this expense claim. This is for information only.

VAT
The VAT sum, calculated from the Expense rows.

TOTAL
The total amount to pay for this Expense claim, including any taxes and in Currency.