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

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Line 25: Line 25:
 
#Click '''A/P Invoicing Tasks'''
  
#Click '''A/P Invoicing Tasks'''
 
#Click '''Enter Financial Transactions'''
  
#Click '''Enter Financial Transactions'''
  +
===Financial System Transaction Entry===
−  
 
#Enter voucher type '''30'''
  
#Enter voucher type '''30'''
−
#Enter batch amount
 +
#Enter '''Batch amount'''
−
#Press Enter
 +
#Press '''Enter'''
  +
===A/P Invoice/Credit Note Entry===
−  
 
#Enter document type '''INE''' for invoice
 
#Enter document type '''INE''' for invoice
−
#Enter Supplier number
 +
#Enter '''Supplier number'''
−
#Enter Supplier invoice no
 +
#Enter '''Supplier invoice no'''
−
#Enter Supplier invoice dte
 +
#Enter '''Supplier invoice dte'''
−
#Enter Transaction amount
 +
#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 '''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)
 +
#Enter '''Reception date''' (optional)
−
#Press Enter twice
 +
#Press '''Enter''' twice
   
 
[[File:Expense Invoice3.png|400px]]
  
[[File:Expense Invoice3.png|400px]]
   
−
#Enter GST base amount (optional)
 +
#Enter '''GST''' base amount (optional)
 
#If the account is linked to a pseudo account or catalogue, the pseudo account or catalogue will appear
  
#If the account is linked to a pseudo account or catalogue, the pseudo account or catalogue will appear
−
#Press Enter to confirm
 +
#Press '''Enter''' to confirm
   
 
[[File:Expense Invoice 4.png|400px]]
  
[[File:Expense Invoice 4.png|400px]]
   
−
#Enter Main (G/L account #)
 +
#Enter '''Main''' (G/L account #)
−
#Enter Cost (Cost Centre) (if mandatory)
 +
#Enter '''Cost''' (Cost Centre) (if mandatory)
−
#Press Enter to confirm
 +
#Press '''Enter''' to confirm
   
 
[[File:Expense Invoice 5.png|400px]]
  
[[File:Expense Invoice 5.png|400px]]
Line 66: Line 66:
 
#Mark '''Close Batch'''
  
#Mark '''Close Batch'''
 
#Change Printer queue to '''LP05'''
  
#Change Printer queue to '''LP05'''
−
#Press Enter
 +
#Press '''Enter'''
   
 
[[File:Expense Invoice 9.png|400px]]
  
[[File:Expense Invoice 9.png|400px]]
   
−
#Press Enter
 +
#Press '''Enter'''
   
 
[[File:Expense Invoice 10.png|400px]]
  
[[File:Expense Invoice 10.png|400px]]
Line 83: Line 83:
   
 
===Creating a Manual Order===
  
===Creating a Manual Order===
  +
#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 voucher type '''30'''
−
#Enter Batch amount
 +
#Enter '''Batch amount'''
−
#Press Enter
 +
#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
   
−
[[File:Manual Order 1.png|400px]]
  
−  
⚫
*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
  
   
 
[[File:Manual Order 2.png|400px]]
  
[[File:Manual Order 2.png|400px]]
   
−
*Enter GST base amount (optional)
 +
#Enter '''GST''' base amount (optional)
−
*Press Enter to confirm
 +
#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
 +
#Enter '''1''' and '''purchase order #''' next to Purchase order
−
*Press Enter to confirm
 +
#Press '''Enter''' to confirm
   
 
[[File:Manual Order 4.png|400px]]
  
[[File:Manual Order 4.png|400px]]
   
−
*Mark applicable purchase order
 +
#Mark applicable '''purchase order'''
−
*Press '''Select'''
 +
#Press '''Select'''
−
*Press '''Update'''
 +
#Press '''Update'''
   
 
[[File:Manual Order 5.png|400px]]
  
[[File:Manual Order 5.png|400px]]
   
−
*Reverse GL#210050
 +
#Reverse '''GL#210050'''
−
*Enter Main (G/L account #)
 +
#Enter '''Main''' (G/L account #)
−
*Enter Cost (Cost centre) (if mandatory)
 +
#Enter '''Cost''' (Cost centre) (if mandatory)
−
*Press Enter to confirm
 +
#Press '''Enter''' to confirm
   
 
[[File:Manual Order 6.png|400px]]
  
[[File:Manual Order 6.png|400px]]
   
−
*Press '''F12''' to re-display the entry panel
 +
#Press '''F12''' to re-display the entry panel
   
 
[[File:Manual Order 7.png|400px]]
  
[[File:Manual Order 7.png|400px]]
   
−
*Press '''F3''' when completed
 +
#Press '''F3''' when completed
   
 
[[File:Manual Order 8.png|400px]]
  
[[File:Manual Order 8.png|400px]]
   
−
*Press '''F3'''
 +
#Press '''F3'''
   
 
[[File:Manual Order 9.png|400px]]
  
[[File:Manual Order 9.png|400px]]
   
−
*Mark '''Close Batch'''
 +
#Mark '''Close Batch'''
−
*Change Printer queue to '''LP05'''
 +
#Change Printer queue to '''LP05'''
−
*Press Enter
 +
#Press '''Enter'''
   
 
[[File:Manual Order 10.png|400px]]
  
[[File:Manual Order 10.png|400px]]
   
−
*Press Enter
 +
#Press '''Enter'''
   
 
[[File:Manual Order 11.png|400px]]
  
[[File:Manual Order 11.png|400px]]

Revision as of 14:14, 31 March 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 the Expense Invoice into A/P

  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

Financial System Transaction Entry

  1. Enter voucher type 30
  2. Enter Batch amount
  3. Press Enter

A/P Invoice/Credit Note Entry

  1. Enter document type INE for invoice
  2. Enter Supplier number
  3. Enter Supplier invoice no
  4. Enter Supplier invoice dte
  5. Enter Transaction amount
  6. Enter Due date or Terms of payment (if invoice has discount terms do not change due date or all discounts will be nullified)
  7. Enter Reception date (optional)
  8. Press Enter twice

Expense Invoice3.png

  1. Enter GST base amount (optional)
  2. If the account is linked to a pseudo account or catalogue, the pseudo account or catalogue will appear
  3. Press Enter to confirm

Expense Invoice 4.png

  1. Enter Main (G/L account #)
  2. Enter Cost (Cost Centre) (if mandatory)
  3. Press Enter to confirm

Expense Invoice 5.png

  1. Press F12 to re-display the entry panel

Expense Invoice 6.png

  1. Press F3 when completed

Expense Invoice 7.png

  1. Press F3

Expense Invoice 8.png

  1. Mark Close Batch
  2. Change Printer queue to LP05
  3. Press Enter

Expense Invoice 9.png

  1. 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.

Creating a Manual Order

  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

Financial System Transaction Entry

  1. Enter voucher type 30
  2. Enter Batch amount
  3. Press Enter

A/P Invoice/Credit Note Entry

  1. Enter document type INE for invoice
  2. Enter Supplier number
  3. Enter Supplier invoice no
  4. Enter Supplier invoice dte
  5. Enter Transaction amount
  6. Enter Due date or Terms of payment (if invoice has discount terms do not change due date or all discounts will be nullified)
  7. Enter Reception date (optional)
  8. Press Enter twice


Manual Order 2.png

  1. Enter GST base amount (optional)
  2. Press Enter to confirm

Manual Order 3.png

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

Manual Order 4.png

  1. Mark applicable purchase order
  2. Press Select
  3. Press Update

Manual Order 5.png

  1. Reverse GL#210050
  2. Enter Main (G/L account #)
  3. Enter Cost (Cost centre) (if mandatory)
  4. Press Enter to confirm

Manual Order 6.png

  1. Press F12 to re-display the entry panel

Manual Order 7.png

  1. Press F3 when completed

Manual Order 8.png

  1. Press F3

Manual Order 9.png

  1. Mark Close Batch
  2. Change Printer queue to LP05
  3. Press Enter

Manual Order 10.png

  1. Press Enter

Manual Order 11.png

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