Table of Contents

Recording Expenses

All expenses incurred must be entered into the system. Generally, in a cash-based system such as this, expenses are recorded once the payment has been made using the Express Payment Entry screen. However, if paying conference charges together with the monthly tithes and offerings, use of the Expense Entry screen is recommended. If using ePayments, see the Using ePayments section of this manual for more information (page 17).

Express Payment Entry

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Conference Charges

1. 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.
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2. Choose the Period and enter the invoice Date.
   Choose your local Conference Payee from the list. Do not create your own Conference payee as the automatic CMF transfer will not work.
   Enter the Amount Payable.
   Enter the Invoice/Ref No.
   Enter Details of the payment.
3. 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.
4. If the amount is to be split into more than one account, proceed to Allocate until the total amount has been allocated.
5. 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.
6. When the Yet to be allocated field in the bottom left hand corner of the screen is 0.00, click Next Entry to save the data.
   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.
7. 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.

Reversing Incorrect Entries

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If you are wanting to enter and pay an expense at the same time, use Express Payment Entry to do this (further details on how to process these can be found here: Express Payment Entry).

If you are entering the expenses first and then paying them later, the order in which you do this process is as follows.

First you enter all of the expenses under Expense Entry (further details on how to process these can be found here: Expense Entry).

Then you search all of the expenses in Expense Search and print these here (further details on how to process these can be found here: Expense Search).

Once all entries have been entered, navigate to Payment Entry and select all amounts that you wish to pay (further details on how to process these can be found here: Payment Entry).

Once a Payment Entry has been entered, do a Payment Entry Search and print the entry which you are wishing to pay (further details on how to process these can be found here: Payment Search).