Revised: 12/03/2013
Go to Activities>>Expense Entry
This program is used to enter expense transactions for posting to client/consumer accounts. Transactions that have not been posted may be edited or deleted.
See Also:
For a new Expense entry, leave the Batch Number blank. The system will assign the batch number according to the Last Expense Batch number recorded in Rep Payee Settings.
The Batch Number browse button can be used to retrieve a previously entered and un-posted Expense transaction to review or edit.
The system will auto assign a Sequence number for an Expense Transaction according to the order the transaction was entered.
The Batch Number's browser includes the sequence information for selection purposes.
Place a check mark in the Retain Transaction Code box to have the program keep the last transaction code used for the following transaction.
Place a check mark in the Retain Amount box to have the program keep the last amount entered for the following transaction.
Place a check mark in the Retain Client box to have the program keep the last client number entered for the following transaction.
Place a check mark in the Retain Vendor box to have the program keep the last vendor selected for the next transaction.
Displays the beginning of the current period set in Rep Payee Settings.
Displays the end of the current period set in Rep Payee Settings.
Enter or select a Client Number for the expense transaction.
The Last Name, First name and Middle Initial of the selected client will be displayed.
Enter or select the Transaction Date. The transaction date must fall within the current period which is the period between and including the Start Date and End Date at the top right of the view.
The current period is set in Rep Payee Settings.
Enter or select an expense Transaction Code.
The default description for the selected Transaction Code will be displayed. The default description may be edited for this transaction if applicable.
The default description for the selected Transaction Code is displayed and cannot be edited.
Enter a check mark in the Interface to Accounts Payable box to have the expense transaction information sent to accounts payable for payment.
Enter a check mark in the Print Separate Check box if the expense transaction will be interfaced to Accounts Payable and this transaction is to be paid on its own check.
Enter a Purchase Order number if applicable.
Enter or select a Pay Group for the expense transaction.
Enter or select a Vendor Number for the expense transaction. The Vendor Name field may also be used to select the vendor.
If a vendor was selected using the Vendor Number, the vendor's name will be displayed. If a vendor has not been selected, select the Vendor's Name for the transaction.
When a valid vendor is selected, the address entered in the Vendor Master will be displayed.
Enter an Invoice Number, for tracking purposes, if applicable.
Enter Reference information pertaining to the Expense Entry.
Enter the dollar amount for the Expense Entry.
The program will display the balance of all transactions that have been Posted to the client/consumer's account.
The program will display any amounts that have been entered for the client/consumer that have not been posted to the account.
The program will calculate and display the Total of the Posted and Unposted amounts for the selected client/consumer.