Expense Entry

Entering an Expense entry creates the expense journal and will show an amount owing to the selected supplier. Use this screen to record expenses that have not been paid. When the payment is made, a Payment Entry must be done to reduce the amount owing to the supplier (not a Journal Entry or Express Payment Entry). If you are unsure whether to use Expense Entry or Express Payment Entry, please refer to your Conference support team.

1. Go to the Expense menu, then click Expense Entry.
   
   

   Open

   

    

    

2. 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 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

3. 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

4. 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.

   1. 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.

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

5. Add attachments (optional)

   1. Click Select file or Attach from Library to choose the file that you wish to attach. 

   2. Navigate to where the desired file is saved, select the file, and click Open.

   3. The file is now attached to the expense. 

      1. Files can be viewed by clicking on the file name.

      2. To download a file, click on the Download arrow. 

      3. To remove a file, click on the rubbish bin icon.

6. 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.

7. If Save & New is used, after saving the Expense Entry, a blank Expense Entry screen will appear ready for more information to be entered.