Accounting Finance:Expense Invoices-Entering Expense Invoices

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

• Click ASW Fastpath
• Click Cash Management
• Click A/P Cash Management Tasks
• Click A/P Invoicing Tasks
• Click Enter Financial Transactions

• Enter voucher type 30
• Enter batch amount
• Press Enter

• 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

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

• Enter Main (G/L account #)
• Enter Cost (Cost Centre) (if mandatory)
• Press Enter to confirm

• Press F12 to re-display the entry panel

• Press F3 when completed

• Press F3

• Mark Close Batch
• Change Printer queue to LP05
• Press Enter

• Press Enter

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

• Enter voucher type 30
• Enter Batch amount
• Press Enter

• 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

• Enter GST base amount (optional)
• Press Enter to confirm

• Enter 1 and purchase order # next to Purchase order
• Press Enter to confirm

• Mark applicable purchase order
• Press Select
• Press Update

• Reverse GL#210050
• Enter Main (G/L account #)
• Enter Cost (Cost centre) (if mandatory)
• Press Enter to confirm

• Press F12 to re-display the entry panel

• Press F3 when completed

• Press F3

• Mark Close Batch
• Change Printer queue to LP05
• Press Enter

• Press Enter