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Go to the Expense menu, then click Expense Entry.
Complete the fields in the header section:
Period - this will default to the Current period but a future period can be selected if required
Date - this 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)
Supplier - choose the supplier from the Supplier dropdown list.
If the supplier is not in the list, click the + to the right of the Supplier field, which will allow you to create a new Supplier. Enter the Supplier's Surname/Business Name and Given Name in the relevant fields. Click Create and this new Supplier will be available on the list.
For help on editing Supplier information, see Clients
Amount Payable - enter the amount including GST
Due Date - enter the date the payment is due by
Invoice /Ref. No. - enter the details from the invoice
If the same invoice number has already been entered for this supplier, a validation message will appear when Save, Save & New, or Pay is clicked. It must be an exact match though, so be consistent when entering this data.
Details - enter a brief description of what the expense is for
Complete the row fields as follows:
Account - select the Account you wish to allocate funds to
Allocate - enter the amount relevant to the account (including GST)
Tax Category - it will default to a tax category, so check whether this is correct. Select a different code if necessary.
Tax - check that the amount of tax calculated is correct. You can amend it if necessary.
Allocation Details - if required, add further information about this expense
If the amount is to be split across more than one account, add rows using the New Row button until the total amount has been allocated.
If you add a new row unintentionally, or over-allocate the amount, click on the line, which will be highlighted in orange, then click on the 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.
Add attachments (optional)
Click Select Filefile or Attach from Library to choose the file that you wish to attach.
Navigate to where the desired file is saved, select the file, and click Open.
The file is now attached to the expense.
Files can be viewed by clicking on the file name.
To download a file, click on the Download arrow.
To remove a file, click on the rubbish bin icon.
When the Yet to be allocated field is 0.00, click either Save or Save & New to save the data and enter a new express payment.
If the Expense Entry screen is incomplete when you click either Save or Save & New, you will see an error message to advise of any incorrectly entered or missing data. Correct as necessary and click either Save or Save & New again.If Save & New is used, after saving the Expense Entry, a blank Expense Entry screen will appear ready for more information to be entered.