Difference between revisions of "Accounting Finance:Expense Invoices-Entering Expense Invoices"

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==Expenses with Exceptions==
  
==Expenses with Exceptions==
−
With the exception of expenses with discounts and the following list of exceptions, all expenses are paid on the closest 15th or 30th/31st of the month:
 +
With the exception of expenses with discounts and the following list of exceptions, all expenses are paid on the closest 15th or 30th of the month:
   
 
*BC Hydro
  
*BC Hydro
Line 19: Line 19:
 
Exceptions in this list are all paid before the due date or the closest Friday.
  
Exceptions in this list are all paid before the due date or the closest Friday.
   
−
==Entering the Expense Invoice into A/P==
 +
==Entering Expense Invoices==
⚫
#Click '''ASW Fastpath'''
  
⚫
#Click '''Cash Management'''
  
⚫
#Click '''A/P Cash Management Tasks'''
  
⚫
#Click '''A/P Invoicing Tasks'''
  
⚫
#Click '''Enter Financial Transactions'''
  
−
===Financial System Transaction Entry===
  
⚫
#Enter voucher type '''30'''
  
⚫
#Enter '''Batch amount'''
  
⚫
#Press '''Enter'''
  
−
===A/P Invoice/Credit Note Entry===
  
⚫
1. Enter document type '''INE''' for invoice
 
   
−
2. Enter '''Supplier number'''
 +
:1. Click '''ASW Fastpath'''
  ⚫
:2. Click '''Cash Management'''
−  
−
3. Enter '''Supplier invoice no'''
 +
:3. Click '''A/P Cash Management Tasks'''
  ⚫
:4. Click '''A/P Invoicing Tasks'''
−  
−
4. Enter '''Supplier invoice dte'''
 +
:5. Click '''Enter Financial Transactions'''
  ⚫
:6. Enter voucher type '''30'''
−  
−
5. Enter '''Transaction amount'''
 +
:7. Enter '''Batch amount'''
  ⚫
:8. Press '''Enter'''
−  
  ⚫
:9. Enter document type '''INE''' for invoice
⚫
6. Enter '''Due date''' or '''Terms of payment''' (if invoice has discount terms do not change due date or all discounts will be nullified)
  
  ⚫
:10. Enter '''Supplier number'''
−  
−
7. Enter '''Reception date''' (optional)
 +
:11. Enter '''Supplier invoice no'''
  ⚫
:12. Enter '''Supplier invoice dte'''
−  
−
8. Press '''Enter''' twice
 +
:13. Enter '''Transaction amount'''
  ⚫
:14. Enter '''Due date''' or '''Terms of payment''' (if invoice has discount terms do not change due date or all discounts will be nullified)
  ⚫
:15. Enter '''Reception date''' (optional)
  ⚫
:16. Press '''Enter''' twice
   
 
[[File:Expense Invoice3.png|400px]]
  
[[File:Expense Invoice3.png|400px]]
   
−
9. Enter '''GST''' base amount (optional)
 +
:17. Enter '''GST''' base amount (optional)
  ⚫
:18. If the account is linked to a pseudo account or catalogue, the pseudo account or catalogue will appear
−  
  ⚫
:19. Press '''Enter''' to confirm
⚫
10. If the account is linked to a pseudo account or catalogue, the pseudo account or catalogue will appear
  
−  
⚫
11. Press '''Enter''' to confirm
  
   
 
[[File:Expense Invoice 4.png|400px]]
  
[[File:Expense Invoice 4.png|400px]]
   
−
#Enter '''Main''' (G/L account #)
 +
:20. Enter '''Main''' (G/L account #)
−
#Enter '''Cost''' (Cost Centre) (if mandatory)
 +
:21. Enter '''Cost''' (Cost Centre) (if mandatory)
−
#Press '''Enter''' to confirm
 +
:22. Press '''Enter''' to confirm
   
 
[[File:Expense Invoice 5.png|400px]]
  
[[File:Expense Invoice 5.png|400px]]
   
−
#Press '''F12''' to re-display the entry panel
 +
:23. Press '''F12''' to re-display the entry panel
   
 
[[File:Expense Invoice 6.png|400px]]
  
[[File:Expense Invoice 6.png|400px]]
  +
−
#Press '''F3''' when completed
 +
:24. Press '''F3''' when completed
   
 
[[File:Expense Invoice 7.png|400px]]
  
[[File:Expense Invoice 7.png|400px]]
   
−
#Press '''F3'''
+
:25. Press '''F3'''
   
 
[[File:Expense Invoice 8.png|400px]]
  
[[File:Expense Invoice 8.png|400px]]
   
−
#Mark '''Close Batch'''
 +
:26. Mark '''Close Batch'''
−
#Change Printer queue to '''LP05'''
 +
:27. Change Printer queue to '''LP05'''
−
#Press '''Enter'''
 +
:28. Press '''Enter'''
   
 
[[File:Expense Invoice 9.png|400px]]
  
[[File:Expense Invoice 9.png|400px]]
   
−
#Press '''Enter'''
 +
:29.Press '''Enter'''
   
 
[[File:Expense Invoice 10.png|400px]]
  
[[File:Expense Invoice 10.png|400px]]
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*Examples: maintenance repairs, consulting fees and communication services.
  
*Examples: maintenance repairs, consulting fees and communication services.
   
−
===Creating a Manual Order===
 +
===Entering Manual Orders===
⚫
#Click '''ASW Fastpath'''
  
−
#Click '''Cash Management'''
  
⚫
#Click '''A/P Cash Management Tasks'''
  
−
#Click '''A/P Invoicing Tasks'''
  
−
#Click '''Enter Financial Transactions'''
  
−
===Financial System Transaction Entry===
  
⚫
#Enter voucher type '''30'''
  
⚫
#Enter '''Batch amount'''
  
⚫
#Press '''Enter'''
  
−
===A/P Invoice/Credit Note Entry===
  
⚫
#Enter document type '''INE''' for invoice
 
⚫
#Enter '''Supplier number'''
  
⚫
#Enter '''Supplier invoice no'''
  
⚫
#Enter '''Supplier invoice dte'''
  
−
#Enter '''Transaction amount'''
  
⚫
#Enter '''Due date''' or '''Terms of payment''' (if invoice has discount terms do not change due date or all discounts will be nullified)
  
⚫
#Enter '''Reception date''' (optional)
  
⚫
#Press '''Enter''' twice
  
   
  ⚫
:1. Click '''ASW Fastpath'''
  ⚫
:2. Click '''Cash Management'''
  ⚫
:3. Click '''A/P Cash Management Tasks'''
  ⚫
:4. Click '''A/P Invoicing Tasks'''
  ⚫
:5. Click '''Enter Financial Transactions'''
  ⚫
:6. Enter voucher type '''30'''
  ⚫
:7. Enter '''Batch amount'''
  ⚫
:8. Press '''Enter'''
  ⚫
:9. Enter document type '''INE''' for invoice
  +
:10. Enter '''Supplier number'''
  ⚫
:11. Enter '''Supplier invoice no'''
  +
:12. Enter '''Supplier invoice dte'''
  ⚫
:13. Enter '''Transaction amount'''
  ⚫
:14. Enter '''Due date''' or '''Terms of payment''' (if invoice has discount terms do not change due date or all discounts will be nullified)
  +
:15. Enter '''Reception date''' (optional)
  +
:16. Press '''Enter''' twice
   
 
[[File:Manual Order 2.png|400px]]
  
[[File:Manual Order 2.png|400px]]
   
−
#Enter '''GST''' base amount (optional)
 +
:17. Enter '''GST''' base amount (optional)
−
#Press '''Enter''' to confirm
 +
:18. Press '''Enter''' to confirm
   
 
[[File:Manual Order 3.png|400px]]
  
[[File:Manual Order 3.png|400px]]
   
−
#Enter '''1''' and '''purchase order #''' next to Purchase order
 +
:19. Enter '''1''' and '''purchase order #''' next to Purchase order
−
#Press '''Enter''' to confirm
 +
:20. Press '''Enter''' to confirm
   
 
[[File:Manual Order 4.png|400px]]
  
[[File:Manual Order 4.png|400px]]
   
−
#Mark applicable '''purchase order'''
 +
:21. Mark applicable '''purchase order'''
−
#Press '''Select'''
 +
:22. Press '''Select'''
−
#Press '''Update'''
 +
:23. Press '''Update'''
   
 
[[File:Manual Order 5.png|400px]]
  
[[File:Manual Order 5.png|400px]]
   
−
#Reverse '''GL#210050'''
 +
:24. Reverse '''GL#210050'''
−
#Enter '''Main''' (G/L account #)
 +
:25. Enter '''Main''' (G/L account #)
−
#Enter '''Cost''' (Cost centre) (if mandatory)
 +
:26. Enter '''Cost''' (Cost centre) (if mandatory)
−
#Press '''Enter''' to confirm
 +
:27. Press '''Enter''' to confirm
   
 
[[File:Manual Order 6.png|400px]]
  
[[File:Manual Order 6.png|400px]]
   
−
#Press '''F12''' to re-display the entry panel
 +
:28. Press '''F12''' to re-display the entry panel
   
 
[[File:Manual Order 7.png|400px]]
  
[[File:Manual Order 7.png|400px]]
   
−
#Press '''F3''' when completed
 +
:29. Press '''F3''' when completed
   
 
[[File:Manual Order 8.png|400px]]
  
[[File:Manual Order 8.png|400px]]
   
−
#Press '''F3'''
 +
:30. Press '''F3'''
   
 
[[File:Manual Order 9.png|400px]]
  
[[File:Manual Order 9.png|400px]]
   
−
#Mark '''Close Batch'''
 +
:31. Mark '''Close Batch'''
−
#Change Printer queue to '''LP05'''
 +
:32. Change Printer queue to '''LP05'''
−
#Press '''Enter'''
 +
:33. Press '''Enter'''
   
 
[[File:Manual Order 10.png|400px]]
  
[[File:Manual Order 10.png|400px]]
   
−
#Press '''Enter'''
 +
:34. Press '''Enter'''
   
 
[[File:Manual Order 11.png|400px]]
  
[[File:Manual Order 11.png|400px]]

Latest revision as of 15:02, 24 April 2017

Overview

By the end of this course, you will be able to:

  • Understand what are service and non-service expense invoices
  • Understand what is invoice matching
  • Understand what is a manual order

Expenses with Exceptions

With the exception of expenses with discounts and the following list of exceptions, all expenses are paid on the closest 15th or 30th of the month:

  • BC Hydro
  • Staples
  • Home Depot
  • Telus
  • Rogers
  • Employee Expenses
  • Committee Expenses
  • Director Expenses

Exceptions in this list are all paid before the due date or the closest Friday.

Entering Expense Invoices

1. Click ASW Fastpath
2. Click Cash Management
3. Click A/P Cash Management Tasks
4. Click A/P Invoicing Tasks
5. Click Enter Financial Transactions
6. Enter voucher type 30
7. Enter Batch amount
8. Press Enter
9. Enter document type INE for invoice
10. Enter Supplier number
11. Enter Supplier invoice no
12. Enter Supplier invoice dte
13. Enter Transaction amount
14. Enter Due date or Terms of payment (if invoice has discount terms do not change due date or all discounts will be nullified)
15. Enter Reception date (optional)
16. Press Enter twice

Expense Invoice3.png

17. Enter GST base amount (optional)
18. If the account is linked to a pseudo account or catalogue, the pseudo account or catalogue will appear
19. Press Enter to confirm

Expense Invoice 4.png

20. Enter Main (G/L account #)
21. Enter Cost (Cost Centre) (if mandatory)
22. Press Enter to confirm

Expense Invoice 5.png

23. Press F12 to re-display the entry panel

Expense Invoice 6.png

24. Press F3 when completed

Expense Invoice 7.png

25. Press F3

Expense Invoice 8.png

26. Mark Close Batch
27. Change Printer queue to LP05
28. Press Enter

Expense Invoice 9.png

29.Press Enter

Expense Invoice 10.png

Manual Orders

A manual order should be created for all non-service expenses.
Non-service expenses involve the purchase of tangible assets.

  • Examples: purchase of equipment, supplies and printing of flyers.

Service expenses involve the performance of a service.

  • Examples: maintenance repairs, consulting fees and communication services.

Entering Manual Orders

1. Click ASW Fastpath
2. Click Cash Management
3. Click A/P Cash Management Tasks
4. Click A/P Invoicing Tasks
5. Click Enter Financial Transactions
6. Enter voucher type 30
7. Enter Batch amount
8. Press Enter
9. Enter document type INE for invoice
10. Enter Supplier number
11. Enter Supplier invoice no
12. Enter Supplier invoice dte
13. Enter Transaction amount
14. Enter Due date or Terms of payment (if invoice has discount terms do not change due date or all discounts will be nullified)
15. Enter Reception date (optional)
16. Press Enter twice

Manual Order 2.png

17. Enter GST base amount (optional)
18. Press Enter to confirm

Manual Order 3.png

19. Enter 1 and purchase order # next to Purchase order
20. Press Enter to confirm

Manual Order 4.png

21. Mark applicable purchase order
22. Press Select
23. Press Update

Manual Order 5.png

24. Reverse GL#210050
25. Enter Main (G/L account #)
26. Enter Cost (Cost centre) (if mandatory)
27. Press Enter to confirm

Manual Order 6.png

28. Press F12 to re-display the entry panel

Manual Order 7.png

29. Press F3 when completed

Manual Order 8.png

30. Press F3

Manual Order 9.png

31. Mark Close Batch
32. Change Printer queue to LP05
33. Press Enter

Manual Order 10.png

34. Press Enter

Manual Order 11.png

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