Accounting Finance:Expense Invoices-Entering Expense Invoices

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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

9. Enter GST base amount (optional)

10. If the account is linked to a pseudo account or catalogue, the pseudo account or catalogue will appear

11. 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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