Search HansaManuals.com HansaManuals Home >> Standard ERP >> Expenses >> Expense Register Previous Next Entire Chapter in Printable Form Search This text refers to program version 8.4 Introduction to the Expense Register Your company's employees should use the Expense register to submit their expense claims. Typically, an employee will submit expense claims by creating new records once a month.If you want to support an expense claim for mileage with details of the journeys you have made, you should first record the journey details in a new record in the Mileage register. You can then quote the Mileage record on flip D of the Expense record. The Total Cost from the Mileage record will be brought in to the Expense record automatically, and Account, VAT Code and Description details will be taken from the Mileage Settings setting. Similarly, if you need to submit a claim for daily allowances for nights spent away from home, you should first list the nights spent away from home in a new record in the Daily Allowance register. You can then quote the Daily Allowance record on flip E of the Expense record. The TOTAL and Project (if any) from the Daily Allowance record will be brought in to the Expense, and the Account, VAT Code, Qty and Item will be brought in from the Daily Allowance Settings setting. Finally, the Description will be brought in from the Daily Allowance record or from the Account. If an employee pays and claims an expense that should be assigned to a Supplier, you may need to enter that expense as a Purchase Invoice, especially if the expense includes a VAT element. This will ensure the expense will be included in Purchase Ledger VAT reports and in the Periodic Supplier Statement. When entering the Purchase Invoice, use a Payment Term in which the Type is "Employee". The resulting Nominal Ledger Transaction will credit the Account from the relevant Person record ('Accounts' card), and the Person's Tag/Object will be assigned to the credit posting(s). In other respects, the Purchase Invoice will be similar to a Cash Note, so it will immediately be treated as paid. Please refer to the Registering Expenses Using Purchase Invoices page for more details. To open the Expense register, first ensure you are in the Expenses module. Then, if you are using Windows or Mac OS X, click the [Registers] button in the Navigation Centre and then double-click 'Expenses' in the resulting list. If you are using iOS or Android, tap the [Registers] button in the Navigation Centre and then tap 'Expenses' in the 'Registers' list. The 'Expenses: Browse' window will be opened, showing any Expenses that have already been entered. Expenses that have been marked as OK and posted to the Nominal Ledger are shown with a tick in the OK column. Searching for a particular Expense record depends on whether you are using the Browse Filtering option in the Optional Features setting in the System module, as follows:
If you are using Windows or Mac OS X, there will be three buttons in the top left-hand corner of the 'Expenses: Browse' window. These are part of the Limited Access feature. You can use them as follows (Windows versions of the buttons illustrated on the left, Mac OS X on the right):
Please refer to the page describing the 'Access' card of the Person register for full details about the Limited Access feature. The Expense register in Standard ERP:
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