You can add a negative expense order either by linking it to the original purchase order, or by posting to a specific GL account.
To Post to a GL Account
Go to Purchases > Add Purchase.
1.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. You can 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 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.
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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 with that field, or highlight and change the entries. |
3.If required, type a specific message in the Notes field in the Expense Order header.
4.You can now add comments or stock to this expense. The F3 function key will take you to the Comment grid and the F4 function key will take you to the expenses grid.
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 then create a negative expense order.
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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. |
To Link to a PO
Go to Purchases > Add Purchase.
1.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. You can 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 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.
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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 with that field, or highlight and change the entries. |
3.If required, type a specific message in the Notes field in the header.
5.You can now add comments or stock to this expense. The F3 function key will take you to the Comment grid and the F4 function key will take you to the expenses grid.
6.In the expenses grid enter the PO# of the original purchase, then enter the price using the minus (-) before the amount. This will then create a negative expense order.
When linking the negative expense PO to the PO, the GL account selected will not be impacted – it is simply a mandatory field on expense purchase orders.
Further information: