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You will not be able to start adding expenses into Jim2 until you have first set up the necessary Options, any required Setup defaults (ie. Branches, Sub-Branches and GL Departments), and set up the vendor's card file. |
1.Select the Add Purchase icon from the Purchases tab.
Jim2 automatically opens a new Purchase Order form in Add mode. Select Expense from the drop-down list in the Type field of the header. Some fields in the header and other areas of the form will be added/removed as appropriate, and Adding Purchase Order xxx in the header will change to Adding Expense Order xxx.
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The Adding Expense Order form will display default fields which include the PO#, Status, Ship#, Type, Date In, Cost Method, and Tax Total. If required, you may override a field's default information by using the Tab key or mouse to move the cursor to that field, highlight and edit it. The exception to this are the PO# and Date In, as these fields cannot be edited by users. |
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You will see some letters underlined in the field names within the header, eg. Vend#. Using Alt+ the underlined letter will jump you to the field beside that heading. |
Jim2 is designed to prompt user input by placing the cursor at the appropriate fields that the user is required to complete. The Enter key will move the text cursor to the next user input field in the expense order entry pattern. The pattern is as follows:
▪Vendor Card Code#
▪Vendor Invoice Date
▪Vendor Invoice#
▪Notes – Shipping or payment notes
2.Select a vendor in one of the following ways:
▪Start to type the Vendor Card Code. Jim2 intuitive type will begin to (numerically/alphabetically) pre-empt your choice of names from the Card Code list as you type.
▪Click the ellipsis [...] beside the Vend# field to display the search screen.
▪By selecting the CardFile List tab you can access a full list of vendors and then click to choose from the list.
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If the Vendor# and Ship# are the same on an expense order, when finishing you will see a confirm message. It would be highly unusual for an expense order to have the same Vendor# and Ship#, therefore we prompt you to check.
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Jim2 uses information and calculations from the vendor card file records, to automatically add default information into certain fields of the expense order. To change any of these default values, move to the field you want to change and use the drop-down list active within that field, or highlight and change the entries. |
3.You can select a date that the Vendor has promised the goods will be delivered, or use the required days information entered in the vendor's card file.
4.If required, type a specific message in the Notes field in the expense header – any special delivery or payment messages (this message will appear only on this expense order).
5.You can now add comments or stock to this expense order. The F3 function key will take you to the Comment grid and the F4 function key will take you to the expenses grid.
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If adding multiple expense lines to the grid, at the end of the line the Enter key will take you to the next line in the grid, ready to insert another expense code. |
If you select the ellipsis [...] beside Acc. Code in the expenses grid, you will be presented with the GL Account Select screen enabling you to search both GL Code and Account Name fields.
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The PO # column in the expenses grid is only used when you want to link an expense to a purchase order. |
Once you have selected the status of Finish, you will see a message appear asking you to confirm whether the total figures in this expense order match the invoice that has been sent to you from your Vendor. This feature is extremely useful when vendors calculate tax amounts differently, for example Line level, or Overall.
Placing an expense order on the status of Received will not update the linked PO, General Ledger, or the Creditor until the status is Finish.
You can also create an expense order from an email, and have the email linked to the expense order.
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You cannot create a Return to Vendor for goods and services purchased on an expense order. You have to create a Negative Expense PO. Create an Expense PO as above with the Qty as a positive amount, but enter the dollar value as a negative, eg. -$100.00. |
Small variances in GST can occur due to the different methods employed in software packages to calculate the GST. In Jim2 it is calculated at a line level on purchase and expense orders.
The default Tax Total method is set for the database in Options, however you can change this at an individual order level.
•Tax Free Up means the ex GST price is being used to calculate the GST, eg. 10.00 x 1.1 = 11.00
•Tax Paid Down means the GST inc price is being used to calculate the GST, eg. 11.00 ÷ 1.1 = 10.00
Changing the method often resolves any variance but there will be times where neither method calculates exactly, as the result does not calculate to 2 decimal places.
You can change the format on Expense POs so they are to 4 decimal places instead of two via Tools > Options > Purchase.
If you have cancelled an expense order accidentally, you can edit the expense order and change the status to whatever you wish.
You can apply an expense order to a purchase order at any time, and you can unprint an expense order at any time.
Further information: