Add a Negative Expense Order

Back Top Previous Next

Add a negative expense order either by linking it to the original purchase order or by posting to a specific general ledger account.

 

To post to a GL account

On the ribbon, go to Purchases > Add Purchase.

 

add purchase icon

1.Choose 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.

Tip

The Adding Expense Order form will display default fields which include the PO#, Status, Ship#, Type, Date In, Cost Method and Tax Total. A field's default information can be overridden by moving to that field, highlighting and editing it. The exception to this is that the PO# and Date In cannot be changed, as they form part of the secure quality record for that particular expense.        

2.Select the vendor.

If there is no cardfile for the vendor, when in the Cust# field use F5 select Quick CardFile Add to enter a new cardfile. This can then be used on the current expense order.

quickadd1

Info

Jim2 uses information and calculations from the vendor cardfile records to automatically add default information into certain fields of the expense order. To change any of these default values, move to the field to be changed change and use the drop down list active in that field, or highlight and change the entries.

3.If required, enter a specific message in the Notes field in the Expense Order header.

4.Now add comments or stock to this expense. The F3 function key will move to the Comment grid and the F4 function key will move to the expenses grid.

neg expense

5.In the expenses grid enter the account code of the original purchase, then enter the price using the minus (-) before the amount. This will create a negative expense order.

 

Tip

Some letters in the field names within the header are underlined, eg. Vend#. Using Alt+ the underlined letter will jump to the field beside that heading.

 

To link to a purchase order

On the ribbon, go to Purchases > Add Purchase.

1.Choose 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.

Tip

The Adding Expense Order form will display default fields which include the PO, Status, Ship#, Type, Date In, Cost Method and Tax Total. A field's default information can be overridden by moving to that field, highlighting and editing it. The exception to this is that the PO# and Date In cannot be changed, as they form part of the secure quality record for that particular expense.        

2.Select the Vendor.

Info

Jim2 uses information and calculations from the vendor cardfile records to automatically add default information into certain fields of the expense order. To change any of these default values, move to the field to be changed and use the drop down list in that field, or highlight and change the entries.

3.If required, enter a specific message in the Notes field in the header.

5.Now add comments/stock to this expense. The F3 function key will move to the Comment grid and the F4 function key will move to the expenses grid.

freightnegexp

6.In the expenses grid enter the PO# of the original purchase, then enter the price using the minus (-) before the amount. This will create a negative expense order.

 

When linking the negative expense order to the purchase order, the general ledger account selected will not be impacted – it is a mandatory field on expense orders.

 

Further information

Purchases Security

Debtors Purchase Orders

Expenses at a Glance

Purchases at a Glance

Expenses Tab on POs

How Does Cost of Goods work

How PO Status Affects the GL

Purchases/Expenses Status

Purchase/Expense Order Header

Purchase/Expense Order Footer Tabs

Purchase/Expense Comment Grid

Purchase Order Approval Process

Purchase Order Stock Grid

Purchase Order Reports

Purchase Order List

Purchase/Expense Preview Pane

Purchase List Header

Expense Order Stock Grid

Opening Balance Purchase Order

Add a Purchase Order

Add a Document to an Order

Add an Amount to a PO when Finished at $0

Add an Expense Order

Add Backorder Purchase Order

Add Comments to a Purchase/Expense Order

Add Freight to a Purchase Order

Add Stock to a Purchase Order

Add Vendor Discount

Auto Create a Purchase Order

Create a PO from a Similar PO

Create a PO Template

Create a Purchase Order List

Enter Serial Numbers

Fix Incorrect Pricing after PO Finished

Handle Employee Reimbursements

Handle a Credit for Freight Charged

Link a Job to a Purchase Order

Link Expenses to a Purchase Order

Print a Purchase/Expense Order

Progress Payments on Purchase Orders

Purchase Consignment Stock

Receive Consignment Stock

Receive Stock

Record One Invoice Number on Multiple POs

Record Overseas Purchases, GST, Import Costs

Return to Vendor

Round up Supplier Invoices

Scan Stock into a Purchase Order

Staff Purchases

Unprint Purchase/Expense

Vendor Price Breaks

View or Edit a Purchase/Expense