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**Insert blurb**Entering an Expense entry creates the expense journal and will show an amount owing to the selected supplier. When the payment is made, a Payment Entry must be done to reduce the amount owing to the supplier. Use this screen to record expenses that have not been paid.

If you are unsure whether to use Expense Entry or Express Payment Entry, please refer to your Conference support team.


3

Choose the Supplier from the dropdown list. Ensure that it is the Supplier which has the payment details entered.

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1

Go to the Expense menu, then click Expense Entry.

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2

Confirm the Period and Date for the entry are correct – change if necessary.

Complete the fields in the header section:

  1. Period - will default to the Current period but a future period can be selected if required
  2. Date - will default to the current date but a date in the past or future can be entered (it must be in or before the selected period though) 
  3. Supplier - choose the supplier from the Supplier dropdown list.

    1. If the supplier is not in the list, click the + to the right of the

Suppler

    1. Supplier field, which will allow you to create a new Supplier. Enter the

Suppliers

    1. Supplier's Surname/Business Name and Given Name in the relevant fields. Click Create and this new Supplier will be available

in

    1. on the list

for the next expense entry

    1. .

 

    1. For help on editing Supplier information, see Clients

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Enter the
  1. Amount Payable
.6Enter the Due Date.
Enter the
  1. - enter the amount including GST
  2. Due Date - enter the date the payment is due by
  3. Invoice/Ref No. - enter the details from the invoice
Enter
  1. Details - enter a brief description of
the payment.7Select
  1. what the expense is for
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Complete the row fields as follows:

  1. Account - select the Account you wish to allocate funds
too. 8In the Allocate field,
  1. to
  2. Allocate - enter the amount relevant to the account (including GST)
.9
Ensure that the
  1. 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).10

Add any specific Allocation Details if required.

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.

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  1. - it will default to a tax category, so check whether this is correct. Select a different code if necessary.
  2. Tax - check that the amount of tax calculated is correct. You can amend it if necessary.
  3. Allocation Details - if required, add further information about this expense


If the amount is to be split

into

across more than one account,

proceed to

add

amounts

rows using the 

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New Row button until the total amount has been allocated.

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If you click

Allocate

add a new row unintentionally, or over-allocate the amount, click on the line, which will be highlighted in orange, then click on the 

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Cancel Row 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. 

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When the Yet to be allocated field

in the bottom left hand corner of the screen is $0

is 0.00,

click 

click Save & New (or click the arrow on the Save & New button to change it to Save)

 

to save the data and enter a new

expense entry, or Pay to make the payment immediately

express payment.
If the

Receipt

Expense Entry screen is incomplete when you

click 

click Save & New, you will see an error message to advise of any incorrectly entered or missing data. Correct as necessary and click Save & New again

.14If 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 line15

.

If you wish to delete all data in the fields on the screen and begin your entry again, click on Cancel.

After saving the Expense Entry, a blank Expense Entry screen will appear ready for more information to be entered.


If you wish to add attachments regarding the payment, use the Save button rather than Save & New. Then an Attachments section will under the expense rows.

Click Select File and browse for the file you wish to attach.