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Inspecting Expense records, Marking as OK and Posting to the Nominal Ledger

After entering an Expense record and checking that it is correct, you should mark it as OK and save it. If so defined in the Sub Systems setting in the Nominal Ledger and in the Number Series - Expenses setting, the Expense will be posted to the Nominal Ledger (i.e. a Nominal Ledger Transaction will be generated from it automatically, posting to the Cost and VAT Accounts and the Person's Account for advances and settlements). The Expense record will then be locked, so that you will no longer be able to make any changes.

There are two ways to mark an Expense record as OK:

  1. When viewing an Expense record, tick the OK check box and then save the record; or

  2. Highlight an Expense record in the 'Expenses: Browse' window and select 'OK' from the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android). If you are using Windows or Mac OS X, you can highlight a batch of Expense records to mark as OK at a single stroke by holding down the Shift key while clicking. If you need to apply the function to a number of Expense records that aren't in a range, highlight them while holding the Ctrl (Windows) or ⌘ (Mac OS X) keys before selecting the function. If you are using iOS or Android, you can only highlight a single Expense record at a time, by searching for it, so you can only mark a single Expense record as OK at a time.
If you are using the Signer Required option in the Expense Settings setting, you will not be able to mark an Expense record as OK if its Signer field is empty. To fill the Signer field, a Person with sufficient access privileges should open the Expense record and select 'Authorise' from the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android). The Person's Signature will be placed in the Signer field, and it will now be possible to mark the Expense record as OK.

You can use Access Groups to prevent certain users from marking Expense records as OK using either method. To do this, deny them access to the 'OK Expenses' Action.

If you need Expenses to pass through an approval process before you can mark them as OK, you can configure such a process using the Approval Rules register in the Business Alerts module. Please refer to the description of the Approval Status field on the 'Misc' card for brief details about the approval process and here for full details.

An example Nominal Ledger Transaction created from an Expense record is shown below. The Transaction will include separate debit postings corresponding to the rows in the Expense record, while the full value of the Expense record will be credited to the Account specified in the Person record of the Person submitting the expense claim (i.e. the Person mentioned in the header of the Expense record). If appropriate, the Transaction will also include debit postings to VAT Input Account(s).

Tags/Objects on the debit side will be taken from the corresponding row in the Expense record, while those on the credit side will be taken from the 'Accounts' card of the Person record.

Once the Transaction has been generated, you can look at it straight away using the 'Open NL Transaction' function on the Operations or Tools menu (subject to access rights).

As shown in the illustration above, the VAT Code will be copied to the Transaction rows debiting the Cost Accounts. If you would like it to be copied to the Transaction row debiting the VAT Input Account as well, use the Add VAT Code to VAT A/C rows option in the Transaction Settings setting in the Nominal Ledger.

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The Expense register in Standard ERP:

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