Which Entry Item

In Which Menu

Special Instructions

1. Vendor Entry

Vendors

Create a Vendor Code for each individual that will be tracking their expenses. The Payee Code is the same as the Vendor Code.

2. Chart of Accounts Entry

Chart of Accounts

(GENERAL LEDGER)

Be sure that all General Ledger Account Numbers are created in Chart of Accounts Entry for the expenses.

3. Setup GL Accounts

Expense Report

You must set up the General Ledger Account Numbers that will be used in the Expense Report. You can require a description for the expense (example: trade show travel); make the account a "mileage" account in which the miles driven will be multiplied by the preset mileage rate; and enable the amount to be split over a number of day (great for lodging and car rental).

4. Expense Report GL Account Order

Expense Report

This is the order that the General Ledger Account Numbers will appear on the Expense Report.

5. Expense Tender Type Entry

Expense Report

These are the Tender Type (or how the item was paid) for the Expense Report  (examples:  VISA, AMEX, and MasterCard). Do not create a CASH Tender Type, it has already been created but does not show up in the Tender Type Listing. The Vendor Code selected for the Tender Type is whom the Voucher will be created for. CASH or if left blank will voucher the Payee.

6. Expense Entry

Expense Report

Each Payee (remember this is the "Vendor Code") enters in their information. You may tie the expense to a Job Cost if you are using the Job Costing program (the Job Cost program is located in SYSTEM MANAGEMENT).

7. Expense Report

Expense Report

You may print the Expense Report at any time. You should always print this report before posting Expenses to Vouchers.

8. Post Expenses to Vouchers

Expense Report

After printing and reviewing, the Expense Report, you now are ready to Post Expenses to Vouchers. Don't forget to answer "Y" to Edit Vouchers if you want to be able to make changes to the vouchers at Voucher Entry at the time of posting.