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 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:
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. 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. --- The Expense register in Standard ERP:
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