Add an Expense Order |
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1.On the ribbon go to Purchases > Add Purchase. Jim2 automatically opens a new Purchase Order form in Add mode. 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.
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 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 enter the vendor card code. Jim2 intuitive type will begin to (numerically/alphabetically) pre-empt the choice of names from the card code list as information is entered. ▪Click the ellipsis [...] beside the Vend# field to display the search screen. ▪A full list of vendors can be accessed via the CardFile List tab , then choosing from the list.
3.Select a date that the vendor has promised the goods will be delivered by as the due date, or use the required days information entered in the vendor's cardfile. 4.If required, enter 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.Add comments or stock to this expense order. The F3 function key will move to the Comment grid and the F4 function key will move to the expenses grid.
When selecting the ellipsis (...) beside Acc. Code in the expenses grid, the GL Account Select screen will appear, enabling searching both GL Code and Account Name fields.
Once the status has been changed to Finish, a message appears asking whether the total figures in this expense order match the invoice that has been sent from the 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 purchase order, general ledger, or the creditor until the status is Finish.
An expense order can also be created from an email, and the email linked to the expense order.
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 stock line level on purchase and expense orders.
The default Tax Total method is set for the database in Options, however change this at an individual order level.
•Tax Free Up means the excluding 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.
The format on expense orders can be changed so they are to 4 decimal places instead of two via Tools > Options > Purchase.
If an expense order is cancelled accidentally, edit the expense order and change the status to what is required.
An expense order can be applied to a purchase order at any time, and also unprinted at any time.
Further information Purchase/Expense Order Footer Tabs Purchase Order Approval Process Opening Balance Purchase Order Add an Amount to a PO when Finished at $0 Add Comments to a Purchase/Expense Order Add Freight to a Purchase Order 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 Record One Invoice Number on Multiple POs Record Overseas Purchases, GST, Import Costs |