Expense Entry

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.

1	Go to the Expense menu, then click Expense Entry.
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/Ref No. - enter the details from the invoice 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 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 click 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.
4	When the Yet to be allocated field is 0.00, 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 express payment. If the Expense Entry screen is incomplete when you 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. 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.