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- In the Expense menu, select Express Payment Entry. It is recommended to record here all expenses for which payment has already been made.
- Choose the Period and enter the Invoice Date.
- Choose the Supplier from the list. If the Supplier is not in the list, click the + to the right of the suppler box. Enter the suppliers Surname/Business Name and Given Name in the relevant fields. Click Create and this new Supplier will be available in the list for the next expense entry.
- Enter the Invoice/Ref No.
- Enter the Amount Payable, including GST.
- Enter the Payment Date.
- Select Select theBank Account.
- Select the Payment Method.
- Enter the Cheque/Ref No.
- Enter Details of the payment.
- Select the Account you wish to allocate funds too.
- Enter theAmount relevant to the account you have chosen first (including GST). Ensure that the Tax Category is correct and the Tax Amount is equal to the GST on the tax invoice (correct the tax amount to match the invoice if necessary). Add any specific Allocation Details at the end of the line. (unsure if need to say that they need to tab through all the boxes in order for GST to get calculated correctly)
- If the amount is to be split into more than one account, proceed to add New Rows and repeat steps 11 and 12 until the total amount has been allocated.
If you click Allocate unintentionally, or over allocate, you may click on the line, which will border in yellow, then click on the Unallocate button to remove the line.- If you wish to delete all data in the fields on the screen and begin your entry again, click on Cancel.
- When the Yet to be allocated Allocated field in the bottom left hand corner of the screen is $0.00, click Save to save the data or Save & New to save the data and enter in another Express Payment.
- If you wish to add attachments regarding the payment, once the Save button has been clicked, an Attachments section will appear at the bottom of the screen.
- Click Select File and browse for the file you wish to attach.
- If you attach a file my mistake, you can delete it by clicking on the Red Bin and this will remove it.
- You can also download a file by clicking on the Orange Download Arrow.
If the Express Payment Entry screen is incomplete when you click Next Entry, you will see a popup prompt to advise of any incorrectly formatted or missing data. Correct as necessary and click Next Entry again.
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- In the Expense menu, select Expense Entry. It is recommended to record here all conference charges so that they can be paid together with the monthly tithes and offerings transfer. (is this still the case?)
- Choose thePeriod and enter the invoice Date.
Choose your local Conference Supplier from the list. Do not create your own Conference payee as the automatic CMF transfer will not work.
Enter the Amount Payable. - Enter the Due Date.
Enter the Invoice/Ref No.
Enter Details of the payment. - Select the Account you wish to allocate funds too.
- Enter theAmount relevant to the account you have chosen first (including GST). Ensure that the Tax Category is correct and the Tax Amount is equal to the GST on the tax invoice (correct the tax amount to match the invoice if necessary). Add any specific Allocation Details at the end of the line.
Click the Allocate button. This will provide a line in the grid where you then select the expense Account to which you wish to allocate the cost.Enter the Amount relevant to the account you have chosen first. Ensure that the Tax Category is correct – most conference charges will not include GST. Add any specific Allocation Details at the end of the line.- If the amount is to be split into more than one account, proceed to add New Rows until the total amount has been allocated.
If you click Allocate unintentionally, or over allocate, you may click on the line, which will border in yellow, then click on the Unallocate button to remove the line.
If you wish to delete all data in the fields on the screen and begin your entry again, click on Cancel.- When the Yet to be allocated field in the bottom left hand corner of the screen is $0.00, click Save to save the data, Pay to make the payment immediately or Save & New to enter a new payment.
If the Expense Entry screen is incomplete when you click Next Entry, you will see a pop-up prompt to advise of any incorrectly formatted or missing data. Correct as necessary and click Next Entry again. - These conference charges will now list in the Period Close Prepare screen for payment with the monthly tithes and offerings transfer. See the End of Month Processing section for more information on how to make this payment.
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- If the period in which the incorrect Expense Entry or Express Payment Entry was entered has not been closed or if payment has not been made, it can be easily reversed.
Under the Expense menu, select Expense Search.
Search for the incorrect expense. Highlight the line and click the Reverse button. - This will bring up a warning box. If you are sure you want to reverse this entry, click OK.
- Check all details are correct.
- Enter a Reversal Reason
- Click Save to action the Reversal.
- If you don't want to reverse the transaction, click Cancel to exit this screen.
- (Unsure if this is still the case) If the period in which the incorrect Express Payment Entry was entered has been closed, it must be corrected by Journal entry. See Processing Journal Entries for information on how to complete this. The journal will take the following form:
DR: Bank account the expense was paid from for the full amount of the expense CR: Expense account entry originally expensed to for the amount net of GST, ensure tax category is 'Not Applicable'
CR: GST Tax Paid for any GST, ensure tax category is 'Not Applicable' - If the period in which the incorrect Expense Entry was entered has been closed, it must be corrected by processing a negative Expense Entry. The original entry must be reversed exactly with a minus sign '-' in front of the Amount Payable and the amount in the allocation grid.