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

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==Overview==
  
==Overview==
 
By the end of this course, you will be able to:
  
By the end of this course, you will be able to:
  +
 
*Understand what are service and non-service expense invoices
  
*Understand what are service and non-service expense invoices
 
*Understand what is invoice matching
  
*Understand what is invoice matching
Line 7: Line 8:
 
==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 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
 
*Staples
  
*Staples
Line 17: 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 Expense Invoices==
−
==Manual Adjustments with GL Postings==
  
  +
−
*Click '''ASW Fastpath'''
  
−
*Click '''Cash Management'''
 +
:1. Click '''ASW Fastpath'''
−
*Click '''A/P Cash Management Tasks'''
 +
:2. Click '''Cash Management'''
−
*Click '''A/P Invoicing Tasks'''
 +
:3. Click '''A/P Cash Management Tasks'''
−
*Click '''Enter Financial Transactions'''
 +
: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:Expense Invoice3.png|400px]]
  +
  +
: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
  +
  +
[[File:Expense Invoice 4.png|400px]]
  +
  +
:20. Enter '''Main''' (G/L account #)
  +
:21. Enter '''Cost''' (Cost Centre) (if mandatory)
  +
:22. Press '''Enter''' to confirm
  +
  +
[[File:Expense Invoice 5.png|400px]]
  +
  +
:23. Press '''F12''' to re-display the entry panel
  +
  +
[[File:Expense Invoice 6.png|400px]]
  +
  +
:24. Press '''F3''' when completed
  +
  +
[[File:Expense Invoice 7.png|400px]]
  +
  +
:25. Press '''F3'''
  +
  +
[[File:Expense Invoice 8.png|400px]]
  +
  +
:26. Mark '''Close Batch'''
  +
:27. Change Printer queue to '''LP05'''
  +
:28. Press '''Enter'''
  +
  +
[[File:Expense Invoice 9.png|400px]]
  +
  +
:29.Press '''Enter'''
  +
  +
[[File:Expense Invoice 10.png|400px]]
  +
  +
==Manual Orders==
  +
A manual order should be created for all non-service expenses.
  +
<br />
  +
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
  +
  +
[[File:Manual Order 2.png|400px]]
  +
  +
:17. Enter '''GST''' base amount (optional)
  +
:18. Press '''Enter''' to confirm
  +
  +
[[File:Manual Order 3.png|400px]]
  +
  +
:19. Enter '''1''' and '''purchase order #''' next to Purchase order
  +
:20. Press '''Enter''' to confirm
  +
  +
[[File:Manual Order 4.png|400px]]
  +
  +
:21. Mark applicable '''purchase order'''
  +
:22. Press '''Select'''
  +
:23. Press '''Update'''
  +
  +
[[File:Manual Order 5.png|400px]]
  +
  +
:24. Reverse '''GL#210050'''
  +
:25. Enter '''Main''' (G/L account #)
  +
:26. Enter '''Cost''' (Cost centre) (if mandatory)
  +
:27. Press '''Enter''' to confirm
  +
  +
[[File:Manual Order 6.png|400px]]
  +
  +
:28. Press '''F12''' to re-display the entry panel
  +
  +
[[File:Manual Order 7.png|400px]]
  +
  +
:29. Press '''F3''' when completed
  +
  +
[[File:Manual Order 8.png|400px]]
   
  +
:30. Press '''F3'''
−
===Financial System Transaction Entry===
  
−
*Enter voucher type '''30'''
  
−
*Enter batch amount
  
−
*Press Enter
  
   
  +
[[File:Manual Order 9.png|400px]]
−
===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
  
   
  +
:31. Mark '''Close Batch'''
−
===Default Accounts Entry===
  
  +
:32. Change Printer queue to '''LP05'''
−
*Enter GST base amount (optional)
  
  +
:33. Press '''Enter'''
−
*If the account is linked to a pseudo account or catalogue, the pseudo account or catalogue will appear
  
−
*Press Enter to confirm
  
   
  +
[[File:Manual Order 10.png|400px]]
−
===G/L Postings Entry for A/P Documents===
  
−
*Enter Main (G/L account #)
  
−
*Enter Cost (Cost Centre) (if mandatory)
  
−
*Press Enter to confirm
  
   
−
*Press '''F12''' to re-display the entry panel
 +
:34. Press '''Enter'''
   
  +
[[File:Manual Order 11.png|400px]]
   
 
[[Category:Workflows-Finance]]
  
[[Category:Workflows-Finance]]

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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