Entering an Expense Record - Header
- No.
- Paste Special
Select from another Number Series
- The unique identifying number of the Expense record. When you enter a new record, Hansa will enter the next unused number from the first number sequence entered in the Number Series - Expenses setting. You may change this number, but not to one that has already been used. In multi-user systems, the next unused number will not be allocated until you save the Expense record for the first time.
- Exp. Date
- Paste Special
Choose date
- The date of the employee's expense claim.
- Trans. Date
- Paste Special
Choose date
- The date of the Expense claim: it will be the date used by the Nominal Ledger Transaction created from this record. The expense claim date above will be the default.
- Person
- Paste Special
Person register, System module
- Default taken from Current user
- Enter a Person's initials or use the 'Paste Special' function. When you press Return, the Person's name will be entered to the field to the right.
- Name
- The Person's Name is entered after you have entered their initials.
- Signer
- This field records the initials of the Person that authorised this Expense record. If you are using the Signer Required option in the Expense Settings setting, this field must contain a value before the Expense record can be approved.
- You cannot type an entry into this field. Instead, select 'Authorise' from the Operations menu to bring in the initials of the current user.
- You can use the Access Groups setting in the System module to restrict the use of the 'Authorise' Operations menu function to certain members of staff.
- Currency
- Paste Special
Currency register, System Module
- Default taken from Default Base Currency
- You can record an expense claim in any Currency, although you can only use one Currency in each Expense record. When you specify a Currency, the correct exchange rate for the Transaction Date will be shown on the 'Currency' card where you can modify it for the particular Expense record if necessary.
- All figures shown in the Expense should be in Currency: when the Nominal Ledger Transaction is created, they will be converted to the home Currency.
